2001 SPECIAL OLYMPICS WORLD WINTER GAMESmedia.specialolympics.org/soi/files/resources/World... · Web viewFunctional Goal. The purpose of the Transportation department is to provide

2001 Special Olympics World Winter Games AlaskaTransportation

1.0 TRANSPORTATION MISSION STATEMENT

1.1 Functional Goal. The purpose of the Transportation department is to provide safe, efficient and on-time transportation for all serviced user groups during the operational period of the 2001 Special Olympics World Winter Games (’01 Games). This Event will occur in Anchorage, Alaska, home to more than half of the states population.

1.2 Serviced User Groups. The following six (6) user groups are those for whom some Transportation service will be provided: 1) Athletes, Coaches and Delegates (collectively known as ’01 Games Delegations); 2) Honored Guests; 3) members of the Media; 4) Family Members of ’01 Games Delegations who have purchased a transportation ticket, 5) ’01 Games Staff & Volunteers, and 6) A & B–Level Officials, Judges & Referees (known as Officials).

1.3 Key Tasks. The groups mentioned above will be served through the management of six (6) key tasks 1) Airport Operations, 2) Ceremonies Transportation, 3) Shuttle Systems, 4) Motorpool Operations, 5) Traffic Management, and 6) Human Resources & Training.

1.4 Supplemental Tasks. Transportation personnel will identify traffic routes necessary to transport each user groups, and will manage the available parking resources necessary to accommodate all official ’01 Games vehicles. Also, Transportation will identify the primary Spectator routes leading to the ’01 Games locations.

1.5 Primary Assets. A management team of approximately twenty (20) will direct Transportation operations during the period of the ‘01 Games. Roughly seven-hundred (700) volunteers from the Anchorage area will perform such duties as: an airport Meet-and-Greet function, vehicle loading and unloading, vehicle dispatching, Motorpool driving, parking lot access control, and Transportation information dissemination. School buses, Public Transit buses, and Recliner coaches will be the primary means by which many user groups will be transported. Additionally, a Motorpool (comprised of full-size sedans, sport utility vehicles and passenger vans) will operate from the 5th Avenue Garage in downtown Anchorage, centrally located to available housing.

1.6 Period of Service. The following table summarizes the Period of Service for each of the Key Tasks indicated above (Note: The Ending Date for Airport Operations is subject to change, based on late departures.)

Table 1: Period of Service for Key TasksKey Task Beginning Date Ending Date

Airport Operations Wednesday, February 28, 2001 Tuesday, March 13, 2001

Bus Systems Wednesday, February 28, 2001 Tuesday, March 13, 2001

Motorpool Operations Wednesday, February 28, 2001 Tuesday, March 13, 2001

Traffic Management Saturday, March 3, 2001 Sunday, March 11, 2001Human Resources & Training Thursday, February 1, 2001 Tuesday, March 13, 2001

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2001 Special Olympics World Winter Games Alaska Transportation

1.7 Format of Housing. During the 2001 Special Olympics World Winter Games all ’01 Games Delegations will be housed in fifteen (15) separate housing facilities designated as Villages. For the purpose of providing efficient ground transportation during games operations, Villages will be divided into four distinct Areas correlating with their location throughout the Anchorage Bowl. The four major Village Areas are: East Village Area, West Village Area, North Village Area, and South Village Area. The following table captures all ’01 Games Delegation Housing under the four Village Areas.

Table 2: Village Area CategorizationNorth Village

Area South Village Area East Village Area West Village Area

Kenai Dorms #1 Best Western Barrett Inn Comfort Inn Captain Cook Inn

Kenai Dorms #2 Marriott Court Yard Days Inn Hawthorn Suites

Kenai Dorms #3 West Coast International Holiday Inn Hilton Hotel

Matanuska Hall Sheraton Inn Westmark Inn

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2.0 TED STEVENS INTERNATIONAL AIRPORT OPERATIONS – ANCHORAGE, AK (ANC)

2.1 Scope of Service. Airport Transportation operations will involve providing safe and efficient Transportation from the Ted Stevens International Airport (ANC) to the Delegation Welcome Center (DWC), as well as to specific Anchorage-area locations upon arrival, and from these locations to ANC upon departure. In doing this, all Transportation personnel will cooperate fully with the ANC Airport Authority and Airport personnel (as well as with ’01 Games Airport Operations personnel) working within the structure of their established operations. Airport service will be provided to three (3) groups: 1) ’01 Games Delegations, 2) A & B level Officials, and 3) ’01 Games Honored Guest VIPs.

2.2 Period of Service. The operational period for the 2001 Special Olympics World Winter Games Airport Transportation Operations will be from Wednesday, February 28, 2001, through Wednesday, March 14, 2001. Daily Airport service during this period will begin as early as 06 00 (6:00 AM) and extend as late as 03 00 (3:00 AM) hours.

Service dates were based on Delegation Flight itineraries Arrivals (2/28/01-3/4/01) Departures (3/10/01-3/13/01)

2.3 Domain of Service. Airport Transportation operations will provide Transportation to arriving delegates from the North Terminal and South Terminal to the DWC. From the DWC, transportation will be provided to the following locations:

Table 1. Shuttle Serviced Village Areas North Village Area South Village Area East Village Area West Village Area


Kenai Dorms #2 Marriott Court Yard Days Inn Hawthorn Suites

Kenai Dorms #3 West Coast International Holiday Inn Hilton Hotel

Matanuska Hall Sheraton Hotel Westmark Inn

2.4 Method of Terminal Operations

2.4.1 General Overview. Terminal Operations represents the first point of contact arriving delegations will have with the ’01 Games. For this reason multiple functional areas will be stationed at various locations throughout each Terminal. Inside the Terminal, Transportation services will be limited to information assistance, as primary Transportation operations will take place curbside, in support of the Terminal-DWC Shuttle System.

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2.4.2 Scope of Service. Transportation Terminal Operations will provide both Internal and External Terminal service for all arriving ’01 Games Participants. Internal Terminal Operations (ITO) is focused upon the function of Meet & Greet programs conducted within the North and South Terminals. External Terminal Operations (ETO) will command a shuttle service involving three separate shuttle systems designated for arriving delegations.

2.4.3 Period of Service. Terminal Operations will be conducted from February 28, 2001 through March 4, 2001. Terminal Operations start time depends on specific flight arrival information, unavailable until October 31.

Table 2: Period of Service for Terminal OperationsKey Tasks Beginning Date Ending Date

Meet & Greet Function Wednesday, February 28, 2001 Sunday, March 4, 2001Shuttle Service Wednesday, February 28, 2001 Sunday, March 4, 2001

2.4.5 Internal Terminal Operations (ITO)

2.4.4.1 General Overview. Transportation’s primary service for ITO is to provide informative assistance and guidance for arriving Delegations to all curbside load zones for shuttle transport to the DWC. The Meet & Greet Program will lead this task along with assistance from the Host Team Program. Internal Terminal Operations (ITO) fulfills two tasks. The first is to welcome all delegations and guests of the 01’ Games to Anchorage, Alaska home of the World Winter Games. The second is to guide and assist all arriving delegations to the available curb-side shuttle service, and informational tables. Both Goals will be facilitated through the Meet & Greet program consisting of Host Teams and Meet & Greet volunteers In order to ensure timely and efficient service, both Meet & Greet and Host Teams will be required to follow specific procedures that will allow for a smooth integration for the individual representative into daily Terminal Operations. The operational period of the Meet & Greet Program will be from Wednesday, February 28, 2001, through Sunday, March 4, 2001. Daily operations during this period will begin as early as 06 00 (6:00AM) and extend as late as 03 00 (3:00AM). Actual hours will vary depending upon real arrival times. Further flight information is needed to make a founding time for operations.

2.4.4.2 Meet & Greet Program. The Meet & Greet Program was developed to serve as a Welcoming Committee for Delegations arriving into the Host Olympic Town. Meet & Greet (M&G) serves a two-fold function. Not only does the group aid in identifying the arriving delegation but also confirms that the entire delegation is in attendance and is healthy. The second purpose is to escort the arriving Delegation to curb side operations for Transportation, wherein delegates are transferred to the Delegation Welcome Center (DWC) for credentialing purposes. Performed primarily by volunteers, the Meet & Greet Function creates the first impression in our guests of the 2001 World Winter Games. This task involves the proper management of arrival information, the effective positioning of volunteers to permit coverage of

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airport terminals and timely communication with Ground Transportation (GTR) to ensure the efficient use of rolling stock to the Delegation Welcome Center (DWC)

2.4.4.3 Host Team Function. Prior to competition, an estimated 1261 International delegations will be arriving to participate in the Host Team program, and over 650 English-speaking delegations will arrive just prior to Opening Ceremonies. The Host Team Program represents an enrichment opportunity for delegations and Alaskan communities alike to participate in a cultural exchange as part of their World Games experience. . Host Teams, under coordination from the Meet & Greet program, are required to provide an airport welcome on the day of their assigned delegation’s arrival. All Host Teams have been asked to bring representatives who will “Meet & Greet” their delegation in the Terminal area, accompany them through any passport services, then onto the curbside service for transportation to the DWC, and eventually onto the Delegations Village for confirmation of Hotel rooms and length of stay. A minimum of two individuals, and maintenance of a ratio of 1:15 for any delegation exceeding 45 members, is the requested number of Host Town “Meet & Greet” representatives per delegation.

A Meet and Greet function should be an extension of Airport Operations headed by the Airport Management team, a separate function from Transportation.

Meet and Greet crews are matched with an incoming delegation. The M & G crew greets the delegation, makes contact with the Head of Delegation and retrieves all Baggage claim stubs.

A ratio of 1:15 (one M & G volunteer to every 15 delegation members) is sufficient in corralling the delegation and ushering them to curbside transportation.

It is advisable for the GOC to hire a baggage handler to move all baggage from the Airport directly to the delegations Accommodation.

Complete clearance for the baggage handlers enables them to grab all delegation marked luggage from the plane decreasing the time it takes the airlines to move baggage from the plane onto the baggage claim belt.

A Baggage tag system is very important to create in order to receive the delegations correct baggage at the correct accommodation.

Colors and shapes seem to work the best for a baggage tag system, however it is important to keep the colors as contrasting as possible as not to blend color.

2.4.5 External Terminal Operations (ETO)

2.4.5.1 General Overview. Transportations primary service for ETO is to provide safe and efficient transit from the Airport to the Delegation Welcome Center (DWC). External Terminal Operations will include the performance of safe and efficient curbside shuttle direction and loading onto DWC bound buses. Overall, ETO encompasses three separate Shuttle Systems. These three separate Shuttle Services are described in detail below, see also Figure A.

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2.4.5.2 Airport Shuttle Service. ETO will include the performance of three separate Shuttle Systems. The initial two shuttle systems will operate by an on-demand system correlating with updated delegation arrivals and credentialing operations. The first shuttle system entitled Terminal-DWC Shuttle will originate from the designated Airport arrival Terminal and transfer delegates to the Delegation Welcome Center (location TBD). The second system originating from the Delegation Welcome Center (DWC) will transfer credentialed delegates to their designated Village Area. This shuttle is appropriately called DWC-Village Shuttle. The Transportation Department will facilitate proper loading of all delegations for village area bound shuttles, delivering the delegates to their designated village. For an in-depth explanation and categorization of Village Areas please refer to section 6.3 Village Operations. The final shuttle system entitled Inter-Terminal Shuttle Service will provide continuous transportation between the two Terminals in support of Airport Operations.

2.4.5.2.1 Load Zones. Appropriate Load Zones will be identified and targeted with the help of official Airport Officers to accommodate up to seven (7) curbside shuttle spaces for loading. Per terminal, each Load Zone will station cones for boundaries as well as Airport Security to keep traffic clear. Further discussion with ANC has to be conducted.

2.4.5.2.2 Terminal-Delegation Welcome Center (DWC) Shuttle. This Shuttle service will provide transportation for all participating delegations associated with competition during the 01’Games. Terminal-DWC Shuttles will be strategically staged at both North and South Terminals for transfer to the Delegation Welcome Center. All checked luggage will be handled separately by private contractors of the 01’ Games. Only non-checked baggage will be allowed for transport via the shuttle service. Carry-on baggage should not be left on the shuttle service. Once the Terminal-DWC Shuttle has unloaded all passengers unto the DWC , the shuttle will resume course back to the designated Terminal. Terminal-DWC Shuttles will be assigned one of the two terminals for delegation receiving and transfer to the DWC. The Terminal-DWC Shuttle will not provide transportation between the terminals. There is an Airport operated Inter-Shuttle service for transport between the two terminals (see 2.4.5.4.). The Terminal-DWC Shuttle will be providing service from Wednesday, February28, 2001 through Sunday, March 4, 2001. Daily shuttle service during this period will begin as early as 05 00 (5:00AM) and extend as late as 03 00 (3:00AM). Actual hours will vary depending upon arrival times. Arrival times are expected to be announced by Oct.31, 2000.

2.4.5.2.3 Delegation Welcome Center (DWC)-Village Shuttle. The DWC-Village Shuttle service will provide transportation from the Delegation Welcome Center to the Delegations specified Village Area. This Shuttle will run a predetermined route through the village area assigned for transit. The head of each Delegation will be informed, prior to arriving in Alaska, their specific village area and village for housing during the 01’ Games. Please refer to Table 1: Shuttle Serviced Village Area for village

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categorization. All carry-on baggage is to be brought off of the shuttle once the shuttle has reached the delegations destination. The operational period of the DWC-Village Shuttle will be regulated by the rate of Delegation Credentialing. Operation of the DWC-Village Shuttle system will take place Wednesday, February 28, 2001, through Sunday March 4, 2001. Daily shuttle service during this period will begin as early as 06 00 (6:00AM) and extend as late as 03 00 (3:00AM). Actual hours will vary depending upon arrival times.

2.4.5.2.3 Inter-Terminal Shuttle (ITS). This Shuttle is owned and operated by the Ted Stevens International Airport. Details to operational hours and frequency between terminals are to be determined. runs every 10-15 minutes.**** The ITS system will provide safe and efficient Transportation service between the North and South Terminal. The Inter-Terminal Shuttle is accessible to all Airport Volunteers (including Host Team representatives and Meet & Greet). The operational period of the ITS will be regulated by airport needs assessment during maximum and minimum passenger arrival and departure flow based on booked flights. Operation of the ITS system for Wednesday, February 28, 2001, through Sunday March 4, 2001 will be vital. Daily shuttle service during this period will begin as early as 05 00 (5:00AM) and extend as late as 03 00 (3:00AM). Actual hours will vary depending upon arrival times.

Recliner Coach buses were used to transport delegations to the Delegation Welcome Center due to the large transport capacity of the bus (55 Passenger).

Recliner Coach buses are well more adapted to change than basic urban transport due to the environment of Recliner Coach business.

Recliner Coach bus companies cater mostly to tourists and tour companies giving them the experience of working with foreign visitors.

Direct communication to the bus dispatch or to have a bus dispatcher on site aids in the call-up of buses for movement.

Buses were staged either curbside at the Airport or from a nearby empty lot acquired through the owner’s permission.

All buses were scheduled based on Arrival and Departure itineraries.

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2.5 Daily Airport Operational Tasks

2.5.1 Parking. All ’01 Games Airport Volunteers and Staff will show their credential to the tollbooth attendant at the time of departure. Personnel will also be required to sign their name on the back of the parking ticket stub to provide the parking attendant working the toll both. Parking in both the South and North Terminal Parking Lots will be available in the Short Term Parking Lots.

Figure A. Delegation Shuttle Service for ANC

Volunteers and staff are recommended to park off site at a park and ride center or at the Delegation Welcome Center.

The GOC should look into negotiating a number of parking spaces at the Airport for volunteers and staff if the cost is less than hiring a shuttle service.

2.5.2 Check–In/Check–Out. Both Terminals will hold a designated Check-In/Out kiosk where Airport Volunteers and Staff will check in. Here volunteers will receive their daily assignments as well as any necessary equipment that they might require based on assigned duties (e.g. radios, pagers, signage, etc.). All Transportation specific Volunteers are required to check in with the Transportation Volunteer Leader at the beginning of their shift. Volunteers will be informed of details of the day’s schedule (e.g. arrival/departure times, terminals, gates, carrier, flight #, delegation size, and any other pertinent information). Transportation Volunteer Leaders will report to the ANC Transportation Manager for guidance and unexpected circumstances. At the conclusion of an airport shift, all personnel must return to their Terminal Check-In/Out table to return issued ’01 Games property and sign out. Host Teams, and Meet & Greet (M&G) volunteers are asked to arrive at the Airport thirty minutes (30 min.) prior to their assigned Delegation’s scheduled arrival time. This will allow ample time for Host Team and M&G representatives to make their way from the Check-In to the designated Terminal and arrival gate.

Volunteers should check-in one half hour prior to their scheduled shift time. All equipment should be checked in and out by volunteer name and signature for

liability and accountability purposes.

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South Terminal

North TerminalDWC


2.5.3 Personnel Deployment. Following check in, all personnel will be sent to their assigned position in order to begin fulfilling their daily operational duties. If personnel need to get to a location remote from their present location or have signed in/out at the incorrect terminal, they will utilize the ITS Shuttles to reach the desired location.

2.5.4 Meals/Breaks. All ground transportation airport personnel will be given a scheduled break, during which they will be provided snacks and beverages. Airport personnel will be allowed additional scheduled breaks based on their length of duty. These breaks will occur in appropriate coordination with the ‘01 SOWWGA Guest arrival schedule. The following is a list of Volunteer break rooms by location:

Ted Stevens International Airport (ANC)North Terminal: TBD-further arrangement has not been made with airport at this time (8/20/00), due to the completion of phase 3 of construction at the airport

South Terminal: TBD-further arrangement has not been made with airport at this time (8/20/00), due to the completion of phase 3 of construction at the airport

2.6 Airport Transportation Personnel. Airport Transportation Personnel consists of two types of work titles, management and volunteer. Transportation Management will consist of professionals experienced in event Transportation. These individuals will be paid staff who, in addition to their experience, will be equipped with the knowledge and training that will allow them to successfully manage the specific aspect of the Transportation system to which they are assigned. Transportation Volunteers will consist of the general public who has been recognized for their experience in event participation or planning, and are willing to work with Event Transportation. These individuals will receive uniforms, food service, and access to the ’01 Games Ground Transportation for compensation. Transportation Volunteers will be supported by appropriate Transportation Management to conduct efficient airport operations.

2.6.1 Job Title. The following positions will represent the Transportation Management and Volunteer effort during the ’01 Games Airport Operations.

Management Airport Transportation Manager (2)

Volunteer Transportation Volunteer Leader (2) Transportation Assistant-Informational (8) Transportation Assistant-Loader (x) Transportation Assistant-Parking (x)

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Meet & Greet Leader (2) Meet & Greet Runner (x)

2.6.2 Chain of Command/Classification. Organizational Chart.

2.6.3 Function of Job Title.

Airport Transportation Management. During ANC Operations phase, the Airport Transportation Management (ATM) will implement the designed transportation operation plans. This individual will manage Transportation Operations at both Terminals through the oversight of communications and delegation of responsibilities among volunteer staff. This person must be able to identify and solve systemic challenges that may arise during operations, and must be capable of providing alternative procedures should circumstances dictate doing so.

Transportation Volunteer Leader . Reporting directly to the Airport Transportation Management is the Transportation Volunteer Leader, an individual who demonstrates strong leadership skills and superior performance, and may possess experience in similar Special Events. This person will supervise Transportation Operations at Airports, managing in the field of operations, and in direct contact with all Airport Transportation Volunteers. The Assistant Transportation Leader will work scheduled shifts and will serve as a first level of supervision for daily Terminal operational activities when the Transportation Volunteer Leader is unable to work. As Airport responsibilities diminish, the Airport Transportation Volunteer Leader will be re–deployed to other Transportation sites, as needed.

2.6.4 Placement/Positioning.

2.6.4.1 North Terminal. 2.6.4.2 South Terminal. 2.6.4.3 Delegation Welcome Center (DWC).

2.6.5 Airport Operations Procedures & Protocol.

2.6.6 Shift Scheduling.

2.7 Transportation Airport Training

2.7.1 Transportation Management Training

2.7.1.1 Transportation Management Positions

2.7.2 Transportation Volunteer Training. All Transportation Volunteers who will be working at ANC will attend a scheduled training session conducted by the GOC,

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as well as a functional area training session under the direction of the GOC Transportation Department.

2.7.2.1 Transportation Volunteer Positions. The following positions & functions will represent the Transportation Volunteer effort during Airport operations (See Table 3).

2.7.2.1.1 Transportation Volunteer Leader (TVL)

2.7.2.1.2 Transportation Assistant Informational (TIP). Transportation Information Personnel (TIP) is responsible for direct interaction with guests at all locations where transportation occurs. Of all the positions, enthusiasm and friendliness is the most important attribute. The initial assignment for the TIP will be the Airports. Positioned at designated Games information areas in the Terminal buildings, TIPs will be able to provide guests with general & transportation specific information and direction. Additionally, TIPs will be responsible for directing arriving delegations to the dedicated ’01 Games curbside load zones for Terminal-DWC Shuttle pick up.

2.7.2.1.3 Transportation Assistant Loader (TAL). Vehicle Loaders are responsible for preparing vehicles, supervising Drivers at the load zones and for loading/unloading passengers in a timely and efficient manner. The Vehicle Loader must make the transition to and from the Transportation function as smooth as possible. They maintain contact with the Transportation Information Personnel as well as the Assistant Transportation Leader. Vehicle Loaders will be positioned curbside at all ITS points of service as well as Terminal Outlets. Individuals stationed here will be responsible for loading of the DWC shuttle, and will assist in the traffic management. Finally, Airport police may also assist with traffic direction and with the staging of vehicles along each Terminal Drive-up.

2.7.2.1.4 Transportation Assistant Parking (TAP). Parking Attendants are assigned primarily to parking areas, loading/unloading spots, and restricted access areas. They keep restricted areas clear of unauthorized vehicles and facilitate the traffic flow in designated areas. This individual will be outside during most of their shift. Parking Attendants will be in constant contact with the Assistant Transportation Leaders and Dispatchers as needed to monitor vehicle and traffic flow.

2.7.2.1.5 Meet & Greet Leader (MGL)

2.7.2.1.6 Meet & Greet Runner (MGR)

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Table 3. Airport Transportation Positions by Location per Shift*

Position ANC North Terminal

South Terminal

Delegation Welcome Center

Transportation Manager (TM) 1

Assistant Transportation

Manager (ATM)1

Transportation Leader: Meet &

Greet1 1

Vehicle Loader (VLD) 2 2 2

Transportation Information

Personnel (TIP)2 2

Parking Lot Attendant (PAT)

*These positions represent peak inbound transportation staffing levels per shift, and include Meet & Greet Operations.

2.7.3 Daily Airport Transportation Volunteer Briefing. It is anticipated that on any given day of Airport Transportation Operations (ATO) new volunteers may arrive at ANC (North or South Terminal). Although these Volunteers will have attended one of the Airport Volunteer Training Sessions, it will be necessary to brief these individuals on the operational details on site. This briefing can occur daily as needed at the beginning of each Volunteer shift. This briefing will acclimate the Volunteers to the Airport and Terminal specifics, including the overall layout (ticketing, baggage claim, arrival/departure gate positioning), Terminal/Airline Assignments, and location of all appropriate Airport facilities (restrooms, 1st Aid, Concierge).

2.8 Transportation Logistics Requirements

2.8.1 General Overview2.8.2 Requirements

Adequate supplies of food and water are essential. Non-consumable items may be resourced from the Airport itself (chairs, tables,

trash cans, pens, pencils, stapler, tape, etc.) Sourcing of cones and A-frame barricades from the Airport help cut costs of

renting further traffic control equipment. A-frame barricades are suggested for use over other traffic control equipment due

to their durability in all climates and the weight of the item. No more than twenty (20) A-frame barricades were used along the curbside of Ted

Stevens International Airport.

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2.9 ANC Signage Requirements & Functions

2.9.1 General Overview2.9.2 Interior Signage

2.9.2.1 Directional2.9.2.2 Informational

2.9.3 Loading Zone Signage2.9.4 Welcome Banners

Airport signage should be visible to every single person who arrives and departs the host city’s airport.

Airport Signage should give the arriving delegations the feel of importance and value to them attending the games.

Delegation signage should be kept to a minimum. More of a Welcome atmosphere keeps the delegations nerves calm. Excessive signage can confuse a delegation after a long flight.

Games signage should be directed more towards other arriving constituent groups (media, spectators, family members, officials, Honored Guests and traveling volunteers).

Constituent group signage should provide directional information rather than information. Signs directing individuals to a help desk is key to keeping confusion down.

2.10 Technology Requirements & Functions2.10.1 Telephones2.10.2 Facsimile Machines2.10.3 Pagers2.10.4 Two-Way Hand Held Radio & Accessories2.10.5 Cellular Phone

Communication is the largest part of a successful Airport Operations. An operations room should be secured at the Airport to include a complete office

system: computer with internet access, fax machine, photocopy machine, a hard line to the Airport security and operations crew, and an outside phone line.

A full two-way radio operations table should be stationed at the airport, supplying up to at least 25 two-way radios.

A group of cell phones to give to the selected group of managers with the GOC and Airport Staff.

2.11 Arrival/Departure Schedules. Daily Airport Arrival/Departure Schedules will be generated by accreditation Manager/Coordinator. Travel prior to the beginning of the Airport Operational period. GOC Delegation Services, the AWC Venue Team, Host Team Programs, SOI, and Airline representatives will all contribute to the compilation of an Arrival/Departure manifest. These schedules will account for an indeterminate percentage all SOWWG guests. Beginning February, 2001 and ending March 14, 2001,

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the entire Schedule will be subject to change; inevitably there will be cases of unanticipated arrivals, for this reason there will be a Transportation presence at the Airport before and during the games upon notification.

2.11.1 Arrivals2.11.2 Departures

Both Arrival and Departure Schedules are the keys to starting off on the good foot for the Games.

Arrival Schedules need to be verified with the Delegation no later than a week from flight arrival to the host City. Confirmation of flight itinerary can be done either through the airline or the delegation.

Departure Schedules should be verified during the check in process at either the Delegation Welcome Center or the Hotel.

Confirming Departure schedules for each Delegation at the beginning of the week allows the GOC to verify flight departure times as well as update any delays.

2.12 Airline Contacts2.12.1 Reservations2.12.2 Flight Status2.12.3 General Information

Communication and planning should be conducted no later than 6 months out with the Airport Board of Directors.

Transportation operations (ground and air) should be updated and reviewed with the Airport Board of Directors and with a representative of each Airline on a bi-monthly basis.

A contact name and phone number to each Airline Baggage Claim department and ticket desk.

The ability to place an individual in the Flight Tower at the airport will give access to the most current flight information: has the delegation boarded the plane, can we reroute a delegation around a flight delay in another city

Gateway Cities are highly useful. A Gateway City is a city that has a large amount of flights that fly directly to the host city for the Olympics.

Transportation suggests that each Gateway city has a representative of the Games to help answer questions and deal with various concerns and emergencies. Placing a representative in each Gateway City Airport allows contact and communication to the city hosting the Olympics.

A Gateway City program can also help the process of finding and redirecting lost luggage.

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3.0 DELEGATION WELCOME CENTER (DWC) OPERATIONS

There is no designated facility for this Venue. Delegations will be transferred to the DWC from ANC. They will then be delivered directly to housing.

Period of Operations

Open for Arriving Delegations (2/28/01-3/4/01). Period of Operations was based on Flight Arrival itineraries of Delegations

Domain of ServiceTerminal-Delegation Welcome Center (DWC) Shuttle

Recliner Coach Buses were used to transport delegations from Airport to Delegation Welcome.

Buses would perform continuous shuttle service between locations until a scheduled flight arrival appeared.

Delegation Welcome Center (DWC)-Village Shuttle

Recliner Coach Buses were used to transport delegations from the Delegation Welcome Center to their appropriate Housing facilities.

Recliner Coach Buses staged at the Delegation Welcome Center until Delegations were ready to depart to their hotel.

Recliner Coach Bus schedule was based on scheduled flight arrivals plus an additional 60 minutes for the credentialing process.

Daily DWC Operational TasksParking

All Volunteers and staff working at the Delegation Welcome Center as well as at the Airport parked at the DWC facility.

Check-In/Check-Out

Volunteers and staff whose shift was at the Airport checked-in at the Delegation Welcome Center due to parking issues at the Airport.

The Transportation Department recommends for the next GOC to contract with the host city’s Airport for parking spaces for volunteers and staff. This cuts down on the confusion with check-in and checkout.

There was much confusion for volunteers when checking in at the Delegation Welcome Center. Many did not understand if they were supposed to be volunteering at the Airport or at the DWC.

Transportation Logistics Requirements

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Adequate supplies of food and water are essential. Non-consumable items may be resourced from the facility itself (chairs, tables, trash

cans, pens, pencils, stapler, tape, etc.) Traffic control equipment (cones, A-frame and 8’ barricades), was sourced from a

local company. The GOC should look at using the state’s supply of barricades if there are adequate

resources available. A-frame barricades and cones worked the best in winter conditions. A-frame barricades allow for signs to be posted to them and provide a good location

point for drivers. Cones allow for easy identification of walkways and are very durable.

Delegation Welcome Center Signage Requirements & Functions

The Delegation Welcome Center signage for transportation served more of a purpose of directing buses in and out of the appropriate bus chutes.

A minimal amount of signage was used for transportation functions. Transportation signage identified: Volunteer/Staff Parking, Bus Load Zones, Media Parking, Controlled Facility Entrance/Exits, and Access Points.

DWC Transportation signage was only 6% (14 signs) of the total amount requested (217 pieces of signage).

Technology Requirements & Functions

Six (6) radios is an adequate number for transportation staff to operate with. It is vital that radio contact is possible between both the Airport and Delegation

Welcome Center as well as between the Delegation Welcome Center and the Housing Facilities.

The Delegation Welcome Center should be equipped with a base station and numerous radios with various contact channels, i.e. airport, housing facilities, Joint operations command center, and security.

Cell phones and two-way pagers are more reliable for differential communication. The airport grounds caused many days of bad reception with the two-way radios. The

GOC had to revert to cell phones and landline telephones.

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4.0 SHUTTLE SYSTEMS OPERATIONS

4.1 Scope of Service. Shuttle Systems Operations involve providing safe and efficient mass Transportation service between several Anchorage-area locations. Based on August ’01 Sport participation quotas the Transportation Departments initial estimate is for 40– School Buses designated for Competition and 22- School Buses designated for Village Shuttles, each with a passenger capacity of 40. Eight (8)- Recliner Coaches, 35– Public Transit Buses and ?–passenger Mini-Buses.

4.2 Period of Operations. The operational period for all Shuttle System Operations will encompass a fourteen (14) day period from Wednesday, February 28, 2000, through Tuesday, March 13, 2000. There are three separate operational stages for the Shuttle System Operations. The three operational stages are: 1) Airport operations (Arrivals/Departures), 2) Ceremonies operations (Opening/Closing), 3) Competition operations. Daily Shuttle service during these periods will begin as early as 06 00 (6:00 AM) and extend as late as 02 00 (2:00 AM) hours. Actual hours will vary depending upon function for shuttle and are to be determined. Below is a summary of the period of operations for each operational Shuttle Stage.

Table 1. Period of Shuttle OperationsOperational Stage Specific Event Start Date End Date Hours of Operation

Airport Ops. Arrivals 02/28/01 03/04/01 TBDAirport Ops. Departures 03/11/01 03/13/01 TBDCeremonies Operations

Opening Ceremony 03/04/01 03/04/01 TBD

Ceremonies Operations

Closing Ceremony 03/11/01 03/11/01 TBD

Competition Operations

Athlete Competition 03/04/01 03/11/01 05 30-22 00

Various types of Shuttle Systems were used between 2/28/01-3/13/01. Charter Bus Systems operated between 2/28/01-3/13/01 Shuttle Bus Systems operated between 3/4/01-3/11/01 Public Transit System operated between 3/2/01-3/11/01 Park and Ride Lots operated between 3/4/01-3/11/01

4.3 Domain of Operations. All Shuttle System Operations will take place within the Anchorage city limits, excluding the two long distance towns hosting competition venues (Eagle River-Speed Skating & Girwood- Alpine).

The following table describes the Venues serviced by the ’01 Games Shuttle Systems:

Table 2. Shuttle Serviced VenuesSport/Event Venue (City) Sport/Event Venue (City)Opening

CeremoniesSullivan Arena (Anchorage) Snowboarding Hilltop Ski Area

(Anchorage)

Alpine Alyeska Ski Resort (Girwood) Snowshoeing Kincaid Sports Park

(Anchorage)

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Nordic-Cross Country

Kincaid Sports Park (Anchorage) Speed Skating McDonald Ice Arena

(Anchorage)

Figure Skating Tesoro Sports Centre (Anchorage)

Closing Ceremonies

Sullivan Arena (Anchorage)

Floor Hockey Fed Ex Hangar (Anchorage) Olympic Town Egan Center

(Anchorage)4.4 Method of Operations.

4.4.1 Charter Systems. Two separate Charter Bus Systems will serve these groups: Honored Guest Charters and Airport Charters. (Practicing or competing ’01 Games Delegations will be transported via Shuttle Systems). This system will accommodate the Transportation needs of two (2) areas:

Honored Guest Program individuals traveling together to a single location (e.g., the Founders Reception, Closing Ceremonies).

Departing Delegations on scheduled flights departing Anchorage for their return trip home.

4.4.2 Shuttle Systems. Two independent Shuttle systems will be in place during the ’01 Games, a Delegation exclusive shuttle system, and a Public Transit shuttle system. The two shuttle systems will interconnect via a Downtown loop established by SOWWGA. The two shuttle systems will accommodate the Transportation needs of five (5) groups:

1) non-Team Sport or spectator ’01 Games Delegations (i.e., those who are being transported to view a competition session in any Sport, including their own)

2) members of the Media 3) ’01 Games Staff & Volunteers 4) Family members of ’01 Games Delegations, staying at specific hotels

found within the ’01 Games Village system and who have purchased a Transportation ticket.

5) ’01 World Winter Games Delegations

A shuttle is defined as a service between two or more points occurring at regularly scheduled intervals, and is intended to achieve three important Transportation goals:

Economize passenger transport Achieve high vehicle utilization rates Reduce the need for ad hoc Transportation scheduling

Shuttles that operate according to the schedule provide the added benefits of simplifying the means by which Transportation is procured while offering a level of confidence that passengers will arrive at their destination on time.

Both Delegation and Public Transit Shuttle Systems will be described below.

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4.5 Charter Bus Systems.

The GOC contracted with Gray Line of Alaska-a Recliner Coach Bus Company.

Para-Transit Charters

Para-Transit needs were at an unusual low level of need. One(1) Head of Delegation (Egypt), and one(1) Athlete (U.S. Vermont) required

Para-Transit. The Transportation Department suggests for the GOC to take a look at the expected

number of Para-Transit needs for the games. A contract to provide specific service to the individual in need of Para-Transit is much more valuable and provides a higher level of service, only if the budget allows.

Public needs for Para-Transit was accounted for using People Mover Public Transit buses. However, the urban transportation firm normally has a call-a-ride system in place for Para-Transit needs. Please allow time to study the plan set in place and possibly contract for on-call service to Competition Venues.

4.5.1 Honored Guest Charters. This system provides service from selected Honored Guest Program Hotels in Anchorage, to Sullivan Arena for Opening and Closing Ceremonies, as well as to Anchorage Museum of History and Art for the Founders Reception. Further information on departure times, frequency and Village/Venue loading zones will be found in the “’01 GAMES SHUTTLE GUIDE” (available, February 1, 2001).

Honored Guest charter movement was scheduled on an itinerary for Gray Line to perform.

All movement of Honored Guests incurred the services of one Transportation Manager, one (1) Transportation Assistant for every sixty (60) Honored Guests, as well as one (1) dispatcher from Gray Line.

Scheduled Recliner Coach buses should stage no later than thirty (30) minutes prior to scheduled departure.

It is key that all scheduled ground transportation movement is posted in the designated Honored Guest Hotel as well as identified with the Honored Guest Operations desk.

4.5.2 Departing Delegations Charters. This Charter moves Delegations post-Closing Ceremonies up until 24:00, March 13, 2001. This will involve moving Delegations from their ’01 Games Housing Village to Ted Stevens International Airport. Further information on departure times, frequency and Village loading zones will be found in the “’01 GAMES SHUTTLE GUIDE” (available, February1, 2001).

Please refer to Chapter 1 Arrival/Departure

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Recliner Coach buses were used during departures mainly for their ability to carry baggage in the lower luggage compartment, thus alleviating the need for extra support vehicles for delegation baggage.

The next GOC should contract with a bus company that is able to provide a dispatcher with every major movement.

4.6 Shuttle Bus Systems.

The GOC contracted with Laidlaw Education Services-a local School Bus Company. Laidlaw School Bus drivers have an excellent knowledge of road conditions during winter conditions.

It is of high importance that the next Host City allow for a Shuttle System to be established strictly for Media, Family Members, and Volunteers.

Creating an all inclusive system to handle these three constituent groups would prove effective due to the numerous complaints of constituents being prohibited from the Delegation Shuttle System.

A system to mirror the Delegation Shuttle System would be recommended. However, a transfer station and identified separate load zones should be identified or located in different facilities or zones.

For another World Games in comparable size should consider a shuttle bus count upwards of 170 buses on a daily basis, plus or minus 25 buses.

4.6.1 Delegation Shuttle System. The Delegation Shuttle System provides service to/from the Delegates Village to/from the Delegates Competition Venue via the Bus Transfer Center. The Bus Transfer Center will act as the Transportation Bus Depot located downtown in the Alaska Railroad Station. The points of origin and the destinations are found in tab Section ???.

This system was for Delegations only. All other constituent groups were directed to use the Public Transit System.

Credentials were used to identify Sport and Hotel of the Delegations.

4.6.1.1 Village Area Shuttle. The Village Area Shuttle System will supply shuttle service from the Delegations Village to the Bus Transfer Center enabling delegates to access the Competition Venue Shuttles. Four Village Areas have been created to encompass at least three Village Housing facilities to ensure a more efficient shuttle service. Each Village Area is designated as its own shuttle serviced entity. The four serviced Village Areas are:

East Village Area West Village Area North Village Area South Village Area

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Each Village Area listed above incorporates three (3) to four (4) Village Housing facilities. Below is a chart identifying each village with the corresponding Village Area

Table 3. Village Area Categorization

North Village Area South Village Area East Village Area West Village Area

Kenai Dorms # 1 Best Western Barrett Inn Village

Comfort Inn Village

Captain Cook Inn Village

Kenai Dorms # 2 Marriott Court Yard Village Days Inn Village Hawthorn Suites

Village

Kenai Dorms # 3West Coast

International Village

Holiday Inn Village

Hilton Hotel Village

Matanuska Hall

Sheraton Hotel Village

Westmark Village

Each individual Village will house a loading/unloading zone TBD at a later date. Diagrams to show loading zones will be produced at a later date. For exact information on departure times, frequency and loading zones please see the document entitled “’01 GAMES SHUTTLE GUIDE” (available, February 1, 2001).

Village Area shuttles operated between the hours of 0530 to 2130. Village Area shuttles command at least one (1) Transportation Assistant volunteer

at each stop to check credentials of boarding passengers. Many family members and media personnel would try to sneak onto the system

daily. Shuttles would stage at each stop for a maximum of one (1) minute in the morning

and two (2) minutes in the afternoon before departing to the next destination. Signs were used to identify Village Area by color and Hotel by the Name printed in

bold. All Village Area Shuttles reported no later than thirty (30) minutes prior to their

first pick-up. The Main dispatcher should be in direct contact with the Transportation

Coordinator for any major changes or emergencies for Villages.

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4.6.1.2 Competition Venue Shuttle. A Competition Venue Shuttle will operate during the Operational Period of the 2001 Special Olympics World Winter Games. This Shuttle will provide service every half hour on the hour from the Bus Transfer Center at the Alaska Railroad Station. The Competition Venue Shuttle will deliver Delegates to their specified Competition Venue, with the shuttle once again returning to the BTC for further transfers. Service will originate from the BTC in the morning, commencing at 06 00 (6:00AM) and continuing until 08 00 (8:00PM). This Shuttle will begin operations on Sunday, March 4, 2001, continuing through the close of Competition on Sunday, March 11, 2001.

Table 4. Competition Venue Shuttle Schedule (Tentative)Point of Origin

Competition Venue

Serviced

1st Shuttle Departs BTC Frequency Last Shuttle

Departs VenueTransitTime

BTC ASR 06 30 2 hour TBD 60 minBTC FEH 06 30 1 hour TBD 20 minBTC HAS 06 30 1 hour TBD 25 minBTC KIP 06 30 1 hour TBD 25 minBTC MMC 06 30 1 hour TBD 20 minBTC TSC 06 30 1 hour TBD 20 min

Both Shuttle services will utilize School buses to satisfy service levels and passenger demand except for long distance travel (Alyeska), for which recliner coaches will be used. Specific details regarding the two Shuttles will be concluded at a later date.

Competition Venue Shuttle operational hours were completely based on Competition/Event times.

All Competition Venue Shuttles can be run with at least two (2) volunteer transportation assistants receiving and loading Delegations at the Competition Venue.

Competition Venue Shuttles were identified with large sport pictograms displayed in both the front and back of the School Bus windows as well as on the boarding side of the bus.

Competition Venue Shuttles could only be boarded at the Bus Transfer Center or at the Competition Venue.

The Transportation Department recommends and adequate supply of buses to be shuttled to the larger competition venues for delegations that have the day off.

4.6.2 Public Transit Shuttle. As of date, the Transportation Department is working with the local Public Transit Authority (People Mover) to further movement during the games for ’01 Games Family members, ’01 Games Media (print and broadcast), and ’01 Games Staff from any of the identified park and ride shuttle lots to ’01 Games Competition Venues. Details regarding load zones, access routes, departure/arrival times and other Transportation issues are the responsibility of

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Family Services, further details will be planned with the Transportation Department. A cumulative list is being formed of preferred Car Rental Agencies that will give a discounted price to submit to Family Members for further transportation needs.

The main public transportation system of Anchorage Alaska is the People Mover Bus.

The Public Transit System was for media, family members, spectators, and volunteers.

Public Transit in Anchorage is a far cry from what many international cities would consider urban or public transportation.

There were a limited number of auxiliary buses to be used by People Mover. Some days’ buses were overcrowded thus resulting in late bus arrivals and

departures. Much of the international population who rode the system was disappointed in the

distance individuals had to walk to reach facility entrances. Moreover, it is important to keep in mind the availability for disabled individuals to

ride the public transit system. The GOC needs to contract with the host cities Urban Transportation Department

in order to increase their number of buses and frequency of bus stops. If the Transportation GOC budget allows for a complete system to be set up to

service the above mentioned, constituent groups, it would be most beneficial. Benefits would include an inclusive system prepared specifically for credentialed constituent groups thus alleviating stress on the public transport system.

4.6.3 Ceremonies Shuttles. On March 4, 2001 Opening Ceremonies will be performed. Likewise on March 11, 2001 Closing Ceremonies will be performed. These Ceremonies will be ticketed and limited to ticket holders only. All ’01 Delegations will be pulled directly from their Village to the staging tent at Sullivan Arena. Various shuttles will be running to designated Anchorage ’01 Games park and ride lots. Only ticket holders will be allowed to park in the lots and onto the Ceremonies Shuttles. Details regarding load zones, access routes, departure/arrival times and other Transportation issues may be found in the document entitled “Opening/Closing Ceremonies Transportation Operations Plan,” dated December 12, 2000, Chapter 13.

Ceremony Shuttles for Delegations during Opening and Closing ceremonies was handled by Laidlaw Educational Services.

Ceremony transport was prepared to bring each delegation in alphabetical order by hotel based on a designated arrival time at the Ceremonies stadium.

To run a ceremonies system all buses to be used for the evening must be staged at the housing site no later than thirty (30) minutes prior to scheduled departure.

The GOC must develop a Corral time for the delegations, a boarding time and a departure time to keep transport time to the most efficient operations.

All other constituent groups attending ceremonies was provided with limited transportation.

Media was provided with two (2) designated shuttles as well as Officials.

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Family Members was provided with six (6) designated shuttles. Honored Guests were provided with chartered service that can be referenced above

in “Honored Guest Charters”.

4.6.4 Park and Ride Lots. ’01 Games Park and Ride Lots will be identified by December 4, 2000. These lots will provide volunteers, spectators, family members and staff to access all shuttle systems alike. Identified lots can be found below.

Table 5 Identified ’01 Games Park and Ride LotsOriginating Site Physical

Address1st Shuttle Departs Frequency Last Shuttle

DepartsAvg.Transit

Time

5th Avenue Garage 245 West 5th

Avenue TBD 1 hour TBD 20 min

Walmart TBD 1 hour TBDFred Meyer TBD 1 hour TBD 45 min

Departure times will be dependent upon Sport Competition. A separate time schedule will be produced for Opening/Closing Ceremonies.

The functional use of Park and Ride lots was kept to a minimum due to the lack of support by the public transit system.

This portion of the shuttle system was only truly in full operations during the evening of ceremonies.

The Transportation Department suggests the GOC look at minimizing auto traffic into the ceremony facility and requiring ticket holders to be transported via a park and ride system.

en St5.0 BUS TRANSFER CENTER (BTC) OPERATIONS

5.1 Scope of Service. The Bus Transfer Center will be conducted at the Alaska Railroad Station in downtown Anchorage located at 411 West 1st Avenue. The BTC includes an indoor passageway of approximately forty feet (40’) in length, holding more than 3200 square feet of all purpose space, triple stall restrooms for each gender, and four (4) twenty foot long benches. The exterior facility features:

a two hundred-eighty foot (280’) curb side on the South side of the building for loading/unloading,

two (2) train tracks running parallel with the building on the north side, a Shuttle staging lot with over 80,000 square feet, and two (2) parking lots capable of holding over 150 vehicles, found on the South and

West side of the Railroad Station.

5.2 Period of Service. The Bus Transfer Center (BTC) will be the center of delegation movement for all sports competition and Village Area access throughout the week of March 4, 2001, ending on March 11, 2001. Daily service during this period will begin as early as 06 00 (6:00 AM) and extend as late as 20 00 (8:00PM).

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Bus Transfer Center Operations were from 3/4/01-3/11/01 Hours of operation were from 0530 to 2130. The Bus Transfer Center was created solely for the use by Delegations (athletes

and coaches). Media, Family Members, Spectators, and Volunteers were not allowed onto the system.

5.3 Domain of Service. The foremost function of the BTC is to act as the Shuttle transfer point between Athlete Village Areas and Sport Competition Venues. The Alaska Railroad Station will act as the central node of the shuttle system network. One leg of this network is the Village Area Shuttle System. The second leg is the Competition Venue Shuttle System. Both legs operating out of the BTC will utilize School Buses and Transit Coaches to accommodate the Transportation needs of all participants. Only Athletes, designated Volunteers, Coaches, and other associated Team delegation members will have full access to the BTC Shuttle systems. Further access by Media, Family Members, and Officials will be limited to rental vehicles and the Public Transit system, accessed through all ’01 Games identified loading zones throughout the Downtown area.

5.4 BTC Shuttle System Operations. The Bus Transfer Center (BTC) will operate to separate Shuttle Services during the ’01 Games.

Village Area Shuttle System (VASS). The VASS provides transportation service between designated Athlete Villages and the BTC.

Competition Venue Shuttle System (CVSS). The CVSS provides transportation service between all Competition Venues and the BTC.

Detailed shuttle schedules will be produced at a latter date pending the receipt of competition schedules and food services meal schedules for Delegations. As previously indicated, access by Media, Family Members, and Officials will be restricted to rental vehicles and the public transit system organized for the ’01 Games.

5.4.1 Village Area Shuttle System (VASS). During the World Winter Games, there will be fifteen (15) different Athlete Housing sites. For the purposes of simplification, Athlete Housing has been grouped, from a transportation perspective, into four main Village Areas, which will be served by the Village Area Shuttle System (VASS). The four villages are identified as:

Table 1. Shuttle Serviced Village AreasNorth Village Area South Village Area East Village Area West Village Area


Kenai Dorms #2 Marriott Ct. Yd. Days Inn Hawthron SuitesKenai Dorms #3 West Coast Intl. Holiday Inn Hilton HotelMatanuska Hall Sheraton Hotel Westmark Inn

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Each Village Area Shuttle will provide service to a designated Village Area for the entire shift. For example, a shuttle bus will be instructed to make continuous runs throughout the day specifically for the Villages in the East Village Area – Comfort Inn, Days Inn, Holiday Inn, and Sheraton. At present, there is no particular pick–up/drop–off order established, and vehicular routes are to be determined by September 30,2000. The VASS will operate two basic service routes:

5.4.1.1 Village Area-to-BTC. This service will operate at each of the four Village Areas (North, South, East and West). During mourning operations the first scheduled shuttle pickup will originate at each Athlete Village transporting Delegations to the BTC. BTC operations begin at 07 00 (7:00AM) on Sunday March 4, 2001 and operate until 18 00 (6:00PM) on Sunday March 11, 2001. Daily operations will begin at 06 30 (6:30AM) and end at 20 00 (8:00PM). Signage will mark the site of all load zones along the route. In addition volunteers will be stationed at key sites during peak hours to assist with loading.

5.4.1.2 BTC-to-Villages. This service will operate at each of the four Village Areas (North, South, East and West). Athlete Village Area shuttles will originate from the BTC in the late afternoon hours to capture Delegations returning from Competition Venues. Transit operations begin at 07 00 (7:00AM) on Sunday March 4, 2001 and operate until 18 00 (6:00PM) on Sunday March 11, 2001. Daily operations will begin at 06 30 (6:30AM) and end at 20 00 (8:00PM). Signage will mark the site of all unloading zones along the route. In addition, volunteers will be stationed at key sites during peak hours to assist with unloading.

***Service to the South Village Area is to be determined, pending the assignment of Delegation housing. Normal service frequencies for all Shuttles will be every 20–30 minutes, with peak frequencies increasing to every8–10minutes.

Please refer to Village Area Shuttle System section in Chapter 3 for a formal review.

The Transportation Department recommends at least four (4) transportation assistant volunteers to help monitor (safety, credential check, organizing bus load zones) the loading and unloading of Delegations throughout the day.

5.4.2 Competition Venue Shuttle System (CVSS). The Competition Venue Shuttle System will originate at the BTC, providing service to each Competition Venue. The CVSS will begin operations at 07 00 (7:00AM) on Sunday March 4, 2001 and operate through 19 00 (7:00PM) on Sunday March 11, 2001. Signage will mark the site of all load zones along the BTC Shuttle Loading lot by displaying

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the sports symbol in the bus window as well as in the loading chute. CVSS will operate according to the following assumptions:

The first departure from the BTC will occur no more than two (2) hours prior to the beginning of the first daily competition session.

The last departure from the Competition Venues will occur no more than (2) hours after the end of the last daily competition session.

All six (6) Competition Venues (i.e., ASR, FEH, KCP, HAS, MMC, TSC), will receive this service.

Please refer to Competition Venue Shuttle System section in Chapter 3 for a formal review.

The Transportation Department recommends at least seven (7) transportation assistant volunteers to help monitor the loading and unloading of Delegations throughout the day.

5.5 BTC Shuttle System Equipment Requirements. Equipment requirements for the operation of the BTC Shuttle operations are vital. The following is a list consisting of the needed equipment to facilitate operations.

Operation of between seventy and one-hundred (40–60) school buses for service to the following venues: KCP, TSC, MMC, HSA, FEH

Operation of between six and eight (6-8) recliner coach buses for service to the following venue: ASR.

Two (2) staffed portable cross bridges leading to CVSS vehicles to provide safety while crossing train tracks.

Six (6) loading chutes for CVSS vehicles (each loading chute capable of holding up to eight (8) buses).

Two (2) staffed passageway entrances to CVSS vehicles to control the flow of passengers into the loading chutes.

Two (2) rope and stanchion units to divide pedestrian flows into the Competition Shuttle Lot.

The Transportation Department used many A-frame barricades as well as eight (8) foot sawhorses to line the bus chutes. A-frames were used to present signs and created walkway boundaries.

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5.6 BTC Personnel Deployment. Traffic Control Personnel and equipment will be placed strategically at the two intersections leading to the BTC building and Shuttle Lot. Also, the Shuttle Lot will be barricaded and only two direct entrances/exits to the Shuttle Lot will established, to aid in the control of boarding for VSS vehicles. Volunteers will staff all controlled entrances and exits to the BTC Shuttle Lot as well as assist at passengers loading chutes. Hourly maintenance will be provided to ensure adequate sanding of loading chutes.

5.7 BTC Signage. Informational and directional signage will be placed throughout the BTC facility. Both indoor and outdoor signage will be in large print format and will be easily understandable. By supplying adequate signage and a shuttle guide, the efforts of BTC transportation personnel will reinforce information provided to all passengers. Supplemental maps and layout plans of the BTC will be supplied to Delegations in their informational packets. Four kinds of BTC signage will be used in the BTC facility:

Curbside signage Indoor signage Bridge cross signage Shuttle boarding signage

5.7.1 Curb–side Signage. Curbside signs identify, for both shuttle Drivers and passengers, a load/unload zone where VASS buses will stage and passengers will load/unload. As passengers unload, signs along the south exterior of the BTC will direct them into the double-doors of the Alaska Railroad Station.

5.7.2 Indoor Signage. Once inside, passengers will flow through the Station to the north side of the building, barring any emergency or restroom needs. Layout maps of the BTC shuttle lot will prepare passengers to board CVSS vehicles, through the display of a sport pictogram. These signs are informational and not intended for passengers to study while filing through the BTC (See figure x). As passengers exit they will cross the temporary bridge crossing, over train tracks, via rope and stanchion or barricade equipment.

5.7.3 Bridge Crossing Signage. Transportation Staff will be stationed at the temporary crosswalks to direct passengers to a corresponding passageway. Three signs will aid in this action. Outside, the first sign passengers will see duplicates the BTC Loading Sign. The sign is split vertically in half delegating three sports with sport pictograms to either Passage I or Passage II (See figure 2x). The other two signs will be on the north side of each bridge cross, and will specifically identify the three CVSS chutes that passengers will enter. These signs will allow the flow to diverge both east and west and eventually to loading (See figure 3x).

5.7.4 Shuttle Boarding Signage. Two signs will aid in this categorization. The first type is located on each barricade in front of each shuttle lane. This sign serves to inform the passenger of the vehicle they are about to access. Again, the sport pictogram and name will identify the loading chute for the correct Competition

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Venue Shuttle (See figure 4x). The second type of Shuttle Boarding Sign will identify the specific loading bus by sport name and pictogram by placing the sign in the Shuttles front and side window (See figure 5x).

Note: Currently all representational signage is in the design process. The referral to “See figure #x” is not sufficient in supplying any type of signage design. We will produce signs to fulfill the above descriptions.

Adequate signage should be created solely on a directional basis. Sport pictograms and arrows underneath the picture allowed for adequate

understanding for all international delegations.

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6.0 MOTORPOOL OPERATIONS

6.1 Scope of Service. One (1) Motorpool facility will provide all 2001 Special Olympics World Winter Games guests with safe, friendly, and on-time motorpool service. Operations will originate from:

The Anchorage Parking Authority’s (APA) Downtown 5th Avenue Parking Garage located at the corner of 5th Ave. and C St. adjacent to the 5th Ave. Mall.

Motorpool operations will begin at 07 00 (7:00 AM) on Wednesday, February 28, 2001. The ’01 Games Motorpool will be composed of a conglomerate of sedans, sport utility vehicles, vans and pickup trucks that will be used to transport guests and relevant Transportation material assets to various ‘01 Games locations (Most physical assets will be the responsibility of the Logistics Department). The motorpool will function only as a transportation service for ’01 Games guests to/from villages, competition venues or the airport. Each Village housing site and Competition Venue will provide a designated location for phone service, from whence the guest interface function of Transportation originates. These locations are to be determined.

6.2 Period of Operations. During the ’01 World Winter Games there are three (3) periods of motorpool operations. The first and third periods are designated for the transport of guests to/from ANC. A period of daily service for these two periods is TBD by updated flight schedules and Requests for Transportation (RFT). The second period will be conducted during ’01 Games competition days. The dates and hours of operation are found below:

Table 1. Period of Motorpool OperationsBeginDate

EndDate

Period of Daily Service

2/28/01 3/3/01 TBD3/4/01 3/11/01 07 00 – 23 00

3/12/01 3/13/01 TBD

6.3 Domain of Operations. In addition to the Ted Stevens International Airport (ANC), the ’01 Games Motorpool will serve all ’01 Games Competition Venues, Village Housing sites and all other ’01 Games sanctioned locations.

6.4 Method of Operations. Transportation Motorpool Operations will serve these locations via two (2) methods; Scheduled Service and On-Demand Service. Each location is addressed in greater detail below.

6.4.1 Scheduled Service. This will be coordinated between the guest and the Transportation Service Center. Requests may be made in person, by telephone or by fax. For example, a member of the Sports Staff may schedule service for an athlete to an off-site location for an interview. The Staff member must follow the procedures for the REQUEST FOR TRANSPORTATION (RFT), which is described

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below (see § 6.6). A Transportation Dispatcher will accept the request and organize the Transportation at the appropriate time.

6.4.2 On Demand Service. This will be coordinated between the guest and the Transportation Service Center. Requests may be made in person, by telephone, or fax. Thus, if a ‘01 Games Staff member were needed to handle a problem at the Fed Ex Hanger (FEH) while at the Tesoro Sports Centre (TSC), she would telephone the Motorpool Dispatch and submit a transportation request. A Dispatcher will then contact any available Driver near the TSC. If none is available in that area, a vehicle and Driver will be dispatched from the ’01 Games Motorpool.

Motorpool operations were conducted between 2/26/01-3/13/01 Daily operational hours for Airport pickups and drop-offs was based on a Request

for Transportation form submitted by Honored Guests. Daily operational hours for the competition week was from 0700 to 2200 based on

sanctioned GOC events. The motorpool operations center was located in an open parking garage facility

that provided covered parking, 24-hour security and office space for Transportation operations.

6.5 Vehicle Allocation. The following table indicates tentative vehicle assignments.

Table 2. Motorpool Vehicle Allocation

Group Full-Size Sedans

15 PAX Vans

7 PAX Vans

Sport Utility

Pickup Truck

Cargo Van

Group Total

5th Avenue Motorpool 5 20 15 35 1 1 77Logistics N/A N/A N/A N/A 10 10 20Total Vehicles 5 20 15 35 11 11 97

It is important to understand the transportation environment the games will be conducted.

The 2001 SOWWGA GOC found that Sport Utility Vehicles were the best adapted to the winter conditions.

67% of the vehicles used for the Motorpool was Sport Utility Vehicles

6.6 Request for Transportation & Reservations System. The Transportation Dispatch office will receive REQUESTS FOR TRANSPORTATION (RFT) in the following ways: 1) in person, 2) via telephone, and 3) via fax. In each case the RFT Form (see ATTACHMENT ?) must be completed, capturing the following information:

The current date & time The date & time Transportation is

needed The name of requesting party &

passengers

The phone # of requesting party

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The number of passengers The pick-up location The destination

Any special instructions

At the time of driver and vehicle dispatch, a Transportation Dispatcher will complete the request by indicating the Driver’s name and the vehicle number. There are 3 ways in which guests will make requests. RFT processing procedures will vary based on the nature of the request.

6.6.1 Walk-up Service. This service occurs whenever guests walk up to the Transportation Service Center. The top copy of the RFT is given to the requesting party once the form is completed fully and correctly. It serves as a reminder and guarantee of the requested service. The second and third copies are placed in the appropriate Dispatch file. Prior to the pickup of the guest, a Dispatcher will give the second copy of the RFT to the Driver who will be assigned to the job. The guest will return to the Transportation Service Center at the time of their pick-up. At that time, they will be assisted into their vehicle. The third copy is then filed in the “Processed Requests” for Transportation records.

A reliable system, however there were a very limited number of individuals who scheduled a Request for Transportation that it should be considered to be dropped.

6.6.2 Phone Service. Phone service implies that the requesting guest is either within the Village, at a serviced-hotel, at a Venue, or elsewhere in the Motorpool-serviced area. In the case of phone service, one of three scenarios may occur.

Scenario #1. The guest’s requested pick-up location is the Sheraton (Honored Guest Hotel). The vehicle is dispatched to the guest’s pick-up location, at the requested pick-up time, where the guest is assisted into the vehicle. The Driver has previously been given the top two copies of the RFT Form. The top copy is for the guest’s records and the Driver keeps the second copy, which provides instructions regarding the assignment.

Scenario #2. The guest’s requested pick-up location is other than a Village, although the driver is dispatched from its Motorpool. It is the Driver’s responsibility to give the guest the top copy of the RFT Form once the guest is secured. The Driver retains the second copy, which provides instructions regarding the assignment.

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Scenario #3. A Transportation Dispatcher (D1) receives the request from another Transportation Dispatcher (D2). The D1 contacts an available Driver in the field, delivering the pertinent RFT information via radio or other communications means. The Driver will then take note of the guest name and proceed to the pick-up location. (Neither the guest nor the Driver receives an RFT Form in this scenario.) Successful completion of this type of request requires concise and accurate information and communication. The D1 is the conduit between the guest and the Driver, ensuring the smooth flow of information.

A reliable system if there is enough phone lines to receive calls and enough staff to process the requests.

The GOC should consider a phone message recording if the motorpool is closed overnight and/or for a busy line.

6.6.3 Fax Service. Similar to phone service, fax service implies that the requesting guest is at a Hotel or elsewhere with access to a fax machine. A Transportation Dispatcher will copy the faxed information onto an RFT Form and retain all copies until a Driver is dispatched for assignment. Confirmation of the completed request must be faxed to the requesting guest. In the case of fax service, one of two scenarios may occur:

Scenario #1. The guest’s requested pick-up location is the Village. The guest may proceed at any time to the Information Services Table where the RFT was placed, for their copy of the RFT. The original is for the guest’s records, while the second copy has previously been given to the Driver. (The actual pickup location is to be arranged by the guest and a Dispatcher.)

Scenario #2. The guest’s requested pick-up location is somewhere other than a Village Housing site. It is then the Driver’s responsibility to give the guest the top copy once the guest is secured. The Driver retains the second copy, which provides instructions regarding the current assignment. The Dispatcher who receives the fax must call the requesting party, to verify receipt of the RFT.

This system is reliable however not too accurate when hand written Requests for Transportation come in.

Verification for a vehicle pickup is also difficult because there is no direct communication between two individuals.

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6.7 Distribution of RFT Forms: Once requests have been confirmed valid, they are to be placed in the proper file location. File locations include a file entitled “Daily Service” for the current day requests, a file entitled “Tomorrow’s Requests”, a file for “Future Requests” (those which extend beyond “Tomorrow’s Requests”), and a file for “Recurring Requests.” Additional files for “Processed Requests” and “No Show/Cancellation” are kept for statistical and management purposes.

6.7.1 Daily Service File. This file is located in the Transportation Dispatcher 1 (D1) desk. This reservation organization method allows the D1 to assess the daily Transportation demand in advance. Requests are to be filed in the appropriate hour slot based on the time the Driver and vehicle need to be dispatched in order to achieve a successful pick-up of the guest. The following example describes this process (please see § 11.0 HUMAN RESOURCES & TRAINING for a description of Dispatcher positions).

A guest makes a request by phone on Sunday afternoon, for pick-up on Monday at 09 00 at the Sheraton Village. Their destination is the Hilltop Ski Area.

A Transportation Dispatcher accepts the request and places it in the file entitled “Tomorrow’s Requests.”

At the end of the day on Sunday evening, the D1 will take all Monday requests from “Tomorrow’s Requests” file and place them into the appropriate 24-hour files. In this example, he will place the request in the file entitled “08 00.” NOTE: It is vital that the RFT be placed in a file BEFORE the scheduled transportation, so that the movement is not missed.

Note – Transportation service will not operate 24 hours a day during any period of ‘01 Games operations. Nevertheless, files for non-operational hours will exist to accommodate approved extraordinary requests.

6.7.2 Tomorrow’s Requests File. Located in area accessible to both the D2 and D3, this file will house requests for the next day. At the end of each day, these requests should be removed from “Tomorrow’s Requests” file and placed in the appropriate slot of the “Daily Service.”

6.7.3 Future Requests File. Located near “Tomorrow’s Requests” file, this file houses requests which have been made for service in advance of more than one day. At the end of each day these requests should be reviewed and placed in the “Tomorrow’s Requests” file if necessary.

6.7.4 Recurring Requests File. Also known as Standing Orders, this file is located near the “Tomorrow’s Requests” and “Future Requests” files. It houses those requests that will occur regularly, involving the same point of origin, destination, and departure time. A copy of this request is kept in the “Daily Service file.” This should be identifiably different by color than the other requests in the “Daily Service file”

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6.7.5 Processed Requests File. Located at the D1 desk, this file serves to organize requests that have been processed during each shift. At the end of each shift, a cover sheet is to be placed indicating the number of requests processed, the date, and the shift. There are two advantages to organizing processed requests in this manner. First, should Transportation need to research a request (Driver recommendation, lost passenger items, vehicle number, etc.), this system will facilitate the rapid location of this information. Second, the system will save time when doing the statistical analysis at the end of operations.

6.7.6 No Show/Cancellation File. Located in an area accessible to the D2 and D3 positions, this file documents the specifics of a request not filled, furthermore allowing Transportation to correct internal problems if we are responsible. It also provides Transportation with a history of guests that may be abusing the Transportation system. The table below provides a recap of the above:

Table 3. Summary of Distributed RFT FormsFile Type Specifications

Daily Service File 24 hanging files; chronologically sequenced, beginning with 00:00 and ending with 23:00; located in or on the D1 desk

Tomorrow’s Requests File1 hanging file; located in area easily accessed by the D2 and D3 positions; requests from this file are to be placed in the Daily Service at the end of each day or during the late shift change

Future Requests File1 hanging file; located in area easily accessed by the D2 and D3 positions; requests from this file are to be placed in the Tomorrow’s Requests File (if necessary) at the end of each day or during the late shift change

Recurring Requests File 1 hanging file; located in area easily accessed by the D2 and D3 positions; copy of this request (different color) should be placed appropriately in Daily Service

Processed Requests File Outbox located on the D1 desk; processed requests must be collated chronologically at the end of each shift; cover sheet totaling requests, shift and date should be attached

No Show/Cancellation File

1 hanging file; located in area easily accessed by the D2 and D3 positions; provides documentation of Transportation that did not occur

6.8 Transportation System Access. All Honored Guests will be allowed to access the Motorpool system. Honored Guests will have a Credential with the letters “HON” imprinted on the front for easy identification. Delegations will also receive limited service from the Motorpool on an emergency basis.

Only credentialed Honored Guests were permitted to use the Motorpool system. Athletes and coaches were permitted to do so under emergency circumstances.

There was over 950 Honored Guests that attended the World Winter Games. One-ninth of the attending Honored Guests were local and can be expected not to use the system most likely.

6.9 ‘01 Games Motorpool Maintenance. The ‘01 Games Motorpool will be composed of rented vehicles. Thus, an extensive program of vehicle Maintenance will not be necessary. When serious breakdowns occur, the vehicle will be replaced according to the Sponsor/Rental company procedure; details will be available as soon as a Sponsorship agreement is achieved, but no later than October of 2000.

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6.9.1 Insurance Reporting Procedures. The exact procedures for reporting accidents involving ‘01 Games Motorpool vehicles will be available in November 2000.

All accidents were reported first to the Motorpool Operations center than filed with the Joint Operations Command Center.

For serious accidents (death, bone fracture, unconsciousness), accidents should be directly reported to the Joint Operations Command Center.

6.9.2 Motorpool Refueling Procedures. All Motorpool vehicles will refuel at designated Tesoro Fuel stations. Specific locations are to be determined. Exact procedures (e.g., when during the day, where, how frequently, etc.) for refueling ‘01 Games Motorpool vehicles will be available in October of 2000. Currently, the Transportation Department has decided all ’01 Games Transportation personnel driving an official games vehicle will submit a pin number to the cashier of a Tesoro Fuel station and retain a receipt for exact fuel amount and cost.

A fuel account was established with a local gas company. A fuel account number and presentation of a credential was established to eliminate

the requirement for a credit card.

6.9.3 Motorpool Upkeep Procedures. The exact procedures for vehicle upkeep (washing, dead batteries, flat tires, etc.) will be available in October of 2000. As of current standing (8-18-00) competitive RFP’s were distributed to Laser Car Wash companies for a supply of car washes. Any problems specific to the vehicle (dead batteries, broken headlamps) will be secured and addressed by the car rental agency supplying the vehicle at hand. The situation of a flat tire will impose the do-it-yourself method for the driver, as well as a call into the motorpool headquarters.

The motorpool was patrolled twenty four (24) hours by police force provided through the facility.

All vehicles were taken to a car wash every third day during competition week and every other day during Airport operations.

6.9.4 Parking & Access Pass Program. All official ‘01 Games vehicles will prominently display a Parking (or Access) Pass, permitting right of entry into ‘01 Games-controlled parking lots (or curbside loading zones) at Villages, Venues and Receptions. The ‘01 Games Parking & Access Pass Program, currently under development, will involve the production of Passes which will incorporate three (3) critical features:

Visibility. The passes will be large (11” x 5” for cars, vans, SUV’s, and pickup trucks; 10” x 12” for buses), brightly colored displaying the ‘01 Games logo. The pass will be placed in the driver’s left hand corner of the front

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windshield. This will allow Transportation Parking Attendants and Public Safety personnel to easily identify official vehicles, while being inconspicuous enough so as not to attract undue attention to the vehicle.

Security. The passes will incorporate anti-counterfeiting features and will limit Motorpool access upon specified levels of passengers. While a limited number of “system-wide” passes will be issued to select Motorpool vehicles, all recliner coach buses will be granted “system-wide” access.

Functionality. The passes will symbolically indicate the access level of the vehicle and will have Venue directions printed on the reverse. This will make street sorting of official ‘01 Games vehicles easier for Public Safety personnel and provide a backup system for ‘01 Games Drivers who require assistance reaching their destination.

Details of the Parking & Access Pass Program will be available in October 2000.

All motorpool vehicles were equipped with parking passes that received front door clearance to all venues including Ceremonies.

A tag hanging from the rear-view mirror was considered an access pass to enter/exit the Motorpool operations center at the 5th Avenue Parking Garage.

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Request For Transportation

Destination Time Due at Destination

Requested ByHotel/Office #

Pager #

Cellular #

Fax #

Date/Time Requested

Special Instructions/Notes Round Trip Service _ Yes _ No

Return Pick up Time

Dispatch Use OnlyDriver Vehicle #

Dispatch Date Dispatch Time Dispatcher

Request Accepted By

White: Requestor Copy Yellow: Driver Copy Pink: File Copy

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Pick up Date Time Control #

Pick up Location

Name(s) of Passenger(s) Number in Party


7.0 VILLAGE OPERATIONS

7.1 Scope of Service. Transportation Village Operations will serve Villages located at four (4) Anchorage-area locations encompassing over fifteen (15) Villages: North Village Area (NVA), South Village Area (SVA), West Village Area (WVA), and East Village Area (EVA). See Chapter4 Shuttle Operations for details.

7.2 Period of Operations. Transportation Operations for the Village Areas will begin at 06 00 (6:00 AM) on Sunday, March 4, 2001 and will end at 06 00 (6:00 PM) on Sunday, March 11, 2001. Daily Village Operations during this period will begin as early as 05 30 (5:30 AM) and extend as late as 10 30 (10:30 PM) hours. Actual hours will vary and are TBD because the Transportation Department has yet to receive any confirmation of Competition start/end time. An initial response may not come until November 1, 2000 because Sports scheduling is driven by SOI’s accounting of delegations.

Village operations was conducted between 3/3/01-3/11/01 The largest challenge was transporting Delegations on/off base to the downtown area

prior to March 3, 2001. The GOC set guidelines that were exceeded by delegations arriving one day early.

A Village Area Manager is key for listening to the Delegations griefs and informing the Transportation Coordinator of the pertinent issues to be dealt with.

7.3 Domain of Operations. The Domain of Village Area Transportation Operations is found in the following table:

Table 1. Domain of Village Area Transportation OperationsNorth Village Area South Village Area East Village Area West Village AreaKenai Dorms #1 Best Western Barrett Comfort Inn Captain Cook InnKenai Dorms #2 Marriott Court Yard Days Inn Hawthorn SuitesKenai Dorms #3 West Coast Intl’ Inn Holiday Inn Hilton HotelMatanuska Hall Sheraton Hotel Westmark Inn

7.4 North Village Area.

7.4.1 North Village Area Housing Locations.

7.4.2.1 Kenai Dorms #1. Kenai Dorms #1 is located within the United States Elmendorf Air Force Base adjacent to Sijan Avenue. The load zone is curbside in front of the Kenai Dinning Hall. Village Area Shuttle times are to be determined, and will be available in December, 2000 because Competition Times are not founded concretely to set a direct Shuttle time as of 8/20/00.

7.4.2.2 Kenai Dorms #2. Kenai Dorms #2 is located within the United States Elmendorf Air Force Base adjacent to Sijan Avenue. The load zone is curbside in front of the Kenai Dinning Hall. Village Area Shuttle times are to

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be determined, and will be available in December, 2000 because Competition Times are not founded concretely to set a direct Shuttle time as of 8/20/00.

7.4.2.3 Kenai Dorms #3. Kenai Dorms #3 is located within the United States Elmendorf Air Force Base adjacent to Sijan Avenue. The load zone is curbside in front of the Kenai Dinning Hall. Village Area Shuttle times are to be determined, and will be available in December, 2000 because Competition Times are not founded concretely to set a direct Shuttle time as of 8/20/00.

7.4.2.4 Matanuska Hall. Matanuska Hall is located within the United States Elmendorf Air Force Base along Fighter Drive intersecting with Fairchild Avenue. The load zone in front of Matanuska Hall can be found curbside, identified by “shuttle loading only” signs on Fighter Drive. A food service shuttle will take Delegates from Matanuska Hall to Iditarod Dining Hall and back for breakfast and dinner. Both the food service shuttle and the North Village Area Shuttle times are to be determined, and will be available in December, 2000 because competition times are not founded concretely to set a direct Shuttle time as of 8/20/00.

7.4.2 North Village Area Parking Locations. All credentialed personnel (staff/volunteers) will be allowed access onto Base through the Boniface Entrance. Lots for ’01 Games parking will be identified by signage.

Table 2. ’01 Games Personnel Parking in North Village Area

Parking Lot Location # of spaces Notes

Kenai Dorms #1 85 Entire lot except reserved spaces and Handicap Lanes.

Kenai Dorms #2 85^ Same as above. Entire lot except reserved spaces and Handicap Lanes.

Kenai Dorms #3 85^ Same as above. Entire lot except reserved spaces and Handicap Lanes.

Matanuska Hall 250 Across the Street from Chapel Lots and Polar Bowl Lots, as well as Talkeetna Theater

Total 335

Parking needs or count of staff and volunteers is unaccounted for because Volunteer Services has yet to finish an initial Body count per Village Area.

7.4.3 North Village Transportation Staff and Volunteer Deployment. The Village Transportation Manager will determine staff & Volunteer deployment at the North Village Area by scheduled needs of the day. There will be two Volunteer Transportation Loaders stationed at each Village to aid in peak time loading and unloading.

7.4.4 North Village Shuttle Operations. For details on Shuttle Operations please see Shuttle System Operations, Chapter 4.

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7.4.5 North Village Area Traffic Flow. North Village Area Traffic flow will be in a roughly figure-eight configuration, with stops being made at the drop-zones of each Village and then proceeding to either the BTC during competition hours or to the Egan Center indicated in the diagram below labeled North Village Area Traffic Flow.

*******The remaining document repeats over sections for different village areas.

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8.0 HOTEL OPERATIONS

81 Scope of Service. Transportation Hotel Operations involves providing transportation for two (2) groups: SOWWGA Delegations and Honored Guest Program visitors. This Service includes the management of loading zones, staging areas and parking lots, and the administration of Shuttle and Charter Bus Systems at eleven (11) Hotel properties and four (4) Elmendorf Air Force Base Housing locations.

82 Period of Operations. Transportation Hotel Operations begin at 12 00 (12:00 N) on Wednesday, February 28, 2001 and end at 23 59 (11:59 PM) on Tuesday, March 13, 2001. Daily Hotel Operations during this period will begin as early as 06 00 (6:00 AM) and extend as late as 23 00 (11:00 PM) hours. Actual hours will vary and are subject to change due to receptions or ceremonies.

83 Domain of Operations. Please see Attachment B – Family Hotels, and Attachment C – Honored Guest, Media & Officials Hotels, for Domain of Operations of Hotel Operations.

84 North Village Area Locations. Matanuska Hall Kenai Dorms # 1 Kenai Dorms # 2 Kenai Dorms # 3

4.1 Matanuska Hall – This property, which is located at 7153 Fighter Dr., Elmendorf AFB, AK, will house SOWWGA North American Delegations. The load zone for this location will be directly in front of the main entrance located on the North side of Fighter Drive. Two,(2) Transportation Assistant Vehicle Loaders (VLD) will direct all passenger movement in relation to the Village Shuttle System (VSS). Details regarding other Transportation issues are to be addressed on site.

4.2 Kenai Dorms #1 – Located at 7537 Sharp Avenue on Sijan Ave., Elmendorf AFB, AK, this property will house SOWWGA North American Delegations. The load zone for this location will be directly in front of the main entrance to the Kenai Dining Hall located on the West side of Sijan Ave. in the main parking area for the Kenai Dorms. Two (2) Transportation Assistant Vehicle Loaders (VLD) will direct all passenger movement in relation to the Village Shuttle System (VSS) and Dinning Shuttles during the evening. Details regarding other Transportation issues are to be addressed on site.

4.3 Kenai Dorms #2 – Located at 7537 Sharp Avenue on Sijan Ave., Elmendorf AFB, AK, this property will house SOWWGA North American Delegations. The load zone for this location will be directly in front of the main entrance to the Kenai Dining Hall located on the West side of Sijan Ave. in the main parking area for the Kenai Dorms. Two (2) Transportation Assistant Vehicle Loaders (VLD) will direct all passenger movement in relation to the Village Shuttle System (VSS). Details regarding other Transportation issues are to be addressed on site.

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4.4 Kenai Dorms #1 – Located at 7537 Sharp Avenue on Sijan Ave., Elmendorf AFB, AK, this property will house SOWWGA North American Delegations. The load zone for this location will be directly in front of the main entrance to the Kenai Dining Hall located on the West side of Sijan Ave. in the main parking area for the Kenai Dorms. Two (2) Transportation Assistant Vehicle Loaders (VLD) will direct all passenger movement in relation to the Village Shuttle System (VSS). Details regarding other Transportation issues are to be addressed on site.

Two transportation assistant volunteers and a manager can adequately control the load zones.

A-frame barricades work the best for bus load zones because of its durability and ease for attaching signage to them.

Load zone space enough for eight buses was allowed for. Shuttles were extended for late night use due to the distance to downtown. An inter-north village shuttle was provided to allow delegations to travel between

housing facilities within the village area due to the distance between the sites (4 miles).

85 South Village Area Locations. Best Western Barrett Inn West Coast International Inn

5.1 Best Western, Barrett Inn – This property, which is located at 4616 Spenard Rd., Anchorage, AK, will house SOWWGA Delegations. This facility is split into two (2) locations, one on each side of Spenard Rd. An underground tunnel connects the two (2) locations. Transportation will treat this as one facility. Delegations will access the Village Shuttle System (VSS) from only one load zone on the West Wing of Best Western Barrett Inn. Two (2) Transportation Assistant Vehicle Loaders (VLD) will direct all passenger movement in relation to the Village Shuttle System (VSS). Details regarding other Transportation issues are to be addressed on site.

5.2 West Coast International (WCI) – This property, which is located at 3333 W. International Airport Rd., Anchorage, AK, will house SOWWGA Delegations. Two (2) Transportation Assistant Vehicle Loaders (VLD) will direct all passenger movement in relation to the Village Shuttle System (VSS) upon the veranda at the main entrance of WCI. Details regarding other Transportation issues are to be addressed on site.



Load zone space enough for five buses was allowed for. An inter-south village shuttle was provided to allow delegations to travel between

housing facilities within the village area due to the distance between the sites (1 mile).

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8.6 East Village Area Locations Days Inn Holiday Inn (Lunch Auxillary Site) Sheraton Hotel (Sanctioned Honored Guest Headquarters)

8.6.1 Days Inn – Located at 321 W. 5th Ave., Anchorage, AK, this property will house SOWWGA Delegations. Two (2) Transportation Assistant Vehicle Loaders (VLD) will direct all passenger movement in relation to the Village Shuttle System (VSS) loading along 5th Venue. Details regarding other Transportation issues are to be addressed on site.

8.6.2 Holiday Inn - This property, which is located at 239 W. 4 th Ave., Anchorage, AK, will house SOWWGA Delegations. Two (2) Transportation Assistant Vehicle Loaders (VLD) will direct all passenger movement in relation to the Village Shuttle System (VSS) loading on 4 th

Avenue accessed through the second floor of Holiday Inn. Details regarding other Transportation issues are to be addressed on site.

8.6.3 Sheraton – Located at 401 E. 6th Ave., Anchorage, AK, this property will house SOWWGA Delegations and Honored Guest Program visitors. Two (2) Transportation Assistant Vehicle Loaders (VLD) will direct all passenger movement in relation to the Village Shuttle System (VSS). The load zone for this location will be directly in front of the 5th Ave. entrance located on the South side of 5th Ave. Details regarding other Transportation issues are to be addressed on site.


A-frame barricades work the best for bus load zones because of it’s durability and ease for attaching signage to them.

Load zone space enough for eight buses was allowed for.

8.7 West Village Area Locations Captain Cook Hotel Hawthorn Suites Hilton Hotel (Media Relations Center)

8.7.1 Captain Cook - This property, which is located at 4th Ave. and K St., Anchorage, AK, will house SOWWGA Delegations. Two (2) Transportation Assistant Vehicle Loaders (VLD) will direct all passenger movement in relation to the Village Shuttle System (VSS). The load zone for this location will be directly in front of the main entrance located on the North side of 5thth Ave. Details regarding other Transportation issues are to be addressed on site.

8.7.2 Hawthorn Suites - Located at 325 W. 8th Ave., Anchorage, AK, this property will house SOWWGA Delegations. Two (2) Transportation Assistant Vehicle Loaders (VLD) will direct all passenger movement in relation to the Village Shuttle System (VSS). The load zone for this location will be the West side of L St. approximately two hundred feet (200’) East of

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the main lobby entrance located on the North side of the Hotel (parking lot area). Details regarding other Transportation issues are to be addressed on site.

8.7.3 Hilton Hotel - This property, which is located at 500 W. 3 rd Ave., Anchorage, AK, will house SOWWGA Delegations and Media Program Guests. Two (2) Transportation Assistant Vehicle Loaders (VLD) will direct all passenger movement in relation to the Village Shuttle System (VSS). The load zone for this location will be the curb area on the South side of 3 rd

Ave. just to the West of the main lobby located on the South-east corner of 3rd Ave. & E St. Details regarding other Transportation issues are to be addressed on site.



Load zone space enough for eight buses was planned for, but the total use of only five bus spaces became evident.

When housing facilities are separated by a significant distant in a harsh climate, extra vans from the motorpool for shuttling can be of use during the day hours of competition. This can eliminate athletes who have actually un-boarded at the incorrect hotel but the correct Village Area.

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9.0 VENUE OPERATIONS

9.1 Scope of Operations. Transportation Venue Operations concerns providing varying levels of transportation service for four (4) user groups: 1) SOWWGA Delegations; 2) Honored Guest VIPs; 3) SOWSG Staff & Volunteers, and 4) A–Level Officials. This Service includes the management of loading zones, staging areas and parking lots, and the administration of Shuttle and Charter Bus Systems at six (6) competition Venues and three (3) non-competition Venues.

9.2 Period of Operations. Transportation Venue Operations begin at 07 00 (7:00 PM) on Sunday, March 4, 2001 and end at 16 00 (4:00 PM) on Sunday, March 11, 2001. Daily Venue Operations during this period will begin as early as 07 00 (7:00 AM) and extend as late as 18 00 (6:00 PM) hours. Actual daily hours will vary and are based on the competition schedule (see § 6.6 below).

Competition Venues held competition between 3/4/01 through 3/11/01. Various Competition Venues closed before March 11, 2001. For large venue transportation management, it is key to have controlled access points

so that the rate for flow of traffic can be controlled and monitored. Vehicle counts are a valuable strategy as to keep the vehicle numbers down and to also

trigger a back up plan when the number begins to approach maximum lot fulfillment.

9.3 Domain of Operations. The Domain of Venue Operations may be found in the following table; see Attachment A – Venue Locations for details.

Table 18Anchorage Venues Eagle River Venues Girdwood Venues

Federal Express Hanger Harry J. McDonald Memorial Center Alyeska Ski ResortHilltop Ski AreaKincaid ParkTesoro Sports Centre

9.4 Anchorage Area Venues.

9.4.1 Federal Express (Fed EX) Hanger – This Venue, located at 6050 Rockwell Ave. in Anchorage, AK is the site of Floor Hockey competition and training. Details regarding load zones, access routes, personnel deployment and other Transportation issues are to be determined, pending completion of the Venue Development process.

The largest Competition Venue of the World Games, the Fed Ex Hangar, also supported the largest vehicle parking lot of any venue.

Specific lot control using vehicle-parking passes was applied to the Competition Venue and seemed to work well.

Directional Signage needed to have been implemented much more strategically than it was at the access control points of entry/exit.

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9.4.2 Hilltop Ski Area – This Venue, located at 7015 Abbott Road in Anchorage, AK is the site of Snowboarding competition and training. Details regarding load zones, access routes, personnel deployment and other Transportation issues are to be determined, pending completion of the Venue Development process.

The smallest Competition Venue, Hilltop Ski Area presented a small park and ride lot scenario with the lot being 0.5 miles away from the venue.

Two 15 PAX vans were used effectively as a bump and run shuttle for all spectators and affiliated participants of the 2001 World Games.

9.4.2 Kincaid Park – This Venue located at the West End of Raspberry Road in Anchorage, AK is the site of both Snowshoeing and Nordic Skiing competition and training. Details regarding load zones, access routes, personnel deployment and other Transportation issues are to be determined, pending completion of the Venue Development process.

Kincaid Park had two sports running simultaneously-Cross Country and Snowshoe. Specific lot control using vehicle parking passes worked well in correlation with

strategic placement of Access control points. It is key to keep in mind, the further away an access control point is to the shuttle

system drop/load zone and honored/VIP parking entrance/exit the more efficient the flow rate of vehicles will be into the facility lots.

9.4.3 Tesoro Sports Centre – This Venue, located at 1111 O’Malley Center Dr. in Anchorage, AK is the site of Figure Skating competition and training. Details regarding load zones, access routes, personnel deployment and other Transportation issues are to be determined, pending completion of the Venue Development process.

Consistently the most attended Competition Venue of the 2001 World Winter Games, it was difficult to monitor the handicap spots.

Relocation of handicap parking spaces should be located away from bus drop/load zones.

Adequate VIP/Handicap vehicle drop/load zones should be evaluated more closely in concern to a high spectator rate at a facility.

9.5 Eagle River Area Venue.

9.5.1 Harry J. McDonald Center – This Venue, located at 13701 Old Glenn Hwy. in Eagle River, AK is the site of Speed Skating competition and training. Details regarding load zones, access routes, personnel deployment and other Transportation issues are to be determined, pending completion of the Venue Development process. The Speed Skating Competition Venue was conducted under very smooth operations. With a large curbside to allow for Delegation Shuttle drop/load zones and also with

enough space for Handicap/VIP drop/load zones, there was never an issue with enough curbside.

One concern was the lack of parking for Honored Guests, Spectators, and Volunteers.

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A Park and Ride shuttle worked well with a constituent group of two 15-Passenger Vans and one Laidlaw bus. The system was treated as a bump and run system and worked quite well for off-site Competition Venue parking.

9.6 Girdwood Area Venue.

9.6.1 Alyeska Ski Resort – This Venue, located at 1000 Arlberg Ave. in Girdwood, AK is the site of Alpine Skiing competition and training. Details regarding load zones, access routes, personnel deployment and other Transportation issues are to be determined, pending completion of the Venue Development process.

A large Ski Resort forty-five (45) miles from Anchorage. Alyeska proved to be more than adequate with parking space availability.

However, a large concern covers the fact that with the mountain being split into two sides extension parking lots depended heavily on Shuttles.

The motorpool dispatched two- 15 Passenger Vans a day for use during competition hours for any individual with a credential.

To better service this venue an increase to at least five-15 Passenger Vans was evident by the end of the week.

Delegation Shuttles worked well incorporating one direct pull to the Venue and one direct pull back to Anchorage.

9.7 Non-Competition Venues. Transportation operations will occur at three non-competition Venues: Anchorage International Airport (ANC) for arrivals and departures, Sullivan Arena for Opening & Closing Ceremonies and The Egan Center for Olympic Town.

9.7.1 Ted Stevens International Airport (ANC) - Details regarding load zones, access routes, personnel deployment and other Transportation issues at this Venue may be found in Section 2.0 (Airport Ops.) of the Transportation Operations Plan.

More than enough curbside utilization for the Delegation Buses. It is suggested that the Games Organizing Committee works closely with Airport

Security to identify a permanent patrolled and enforced load zone for motorpool vehicles would be key.

Curbside signage worked well in addition to Transportation Loaders to aid drivers in their identification for a proper load zone along the curb.

9.7.2 Sullivan Arena - Details regarding load zones, access routes, personnel deployment and other Transportation issues at this Venue may be found in Section 13.0 (Ceremonies) of the Transportation Operations Plan.

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See Ceremonies Shuttles in Chapter 3-Shuttle System Operations Sullivan Arena access/control points worked well with the combination of the Alaska

State Troopers directing traffic and buses into the facility and the Sullivan Arena parking crew of about seven people parking all 500 vehicles that were given access to the lot.

The strategic move of cutting the number of parking spaces down to a quarter of the entire lot size and reutilizing it for bus operations proved invaluable. This gave the Transportation Department the ability to totally control and shut-off one side of the facility and designate it as bus only access. Thus creating an entrance/exit specific to buses only.

9.7.3 The Egan Center - Details regarding load zones, access routes, personnel deployment and other Transportation issues at this Venue may be found in Section 4.0 (Shuttle Systems) of the Transportation Operations Plan.

The Egan Center held the Special Olympics Town activities. Signage was used to control the majority of the curbside space. However, many times

called for the patrol of both Transportation Assistants and Alaska Police Department. The Transportation Department suggests that the functional use of the police

department should be evaluated if the Olympic Town is placed along a public and/or city street. This would aid in the random staging of unattended vehicles in the middle of a bus-loading zone.

Delegation Shuttle buses would load/unload along the curbside of the Egan Center continuously until thirty minutes after closing.

The Transportation Department recommends the overnight security of the load zone using eight (8) foot sawhorse barricades to close off the load zone.

The next Games Organizing Committee (GOC) should evaluate the effectiveness of allowing other transport systems, like the family system or media system if created to also drop along curbside, if the sources are adequate.

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10.0 TRAFFIC MANAGEMENT (THIS SECTION UNDER DEVELOPMENT)

10.1 Scope of Service. Traffic Management involves the development of primary and secondary routes to be used by all 2001 Special Olympics World Winter Games Alaska official vehicles. It also involves the identification of Public Transportation options for selected routes. (Note: Parking and Park-and-Ride Operations will be covered in §§ 5 and 6).

10.2 Period of Operations. Transportation Traffic Management Operations begin at 09 00 (9:00 AM) on Wednesday, February 28, 2001 and end at 23 59 (11:59 PM) on Tuesday, March 13, 2001.

10.3 Domain of Operations. Please see Attachment A – Village/Venue Locations, Attachment B – Honored Guest Hotels, and Attachment C – Media & Officials Hotels, for Domain of Operations of Traffic Management.

Traffic Management is the planning of the major routes to/from all Games affiliated Venues to a central location, in this case the Bus Transfer Center and the Motorpool. Traffic management may also include the use of signs, barricades, and other transportation equipment such as cones, light wands and rope.

Because of Anchorage’s small size for a city, and the lack of major highways and interstates, the major roadways became backup or redirected roadways for any accident or change in traffic patterns due to weather or vehicle wrecks.

The inter-streets and roadways of Anchorage are kept in poor shape, i.e. plowing, sanding, ice spots, corroded asphalt and large potholes. Therefore, it was important to keep all games traffic (shuttles and motorpool vehicles) on these roads to reduce the risk of further accidents.

All Transportation Equipment and numbers were more than adequate to provide effective traffic management.

All load zone personnel is suggested to wear traffic warning vests during all hours on the job.

Cone use should be kept to a minimum at Competition Venues, as these objects are easy to steal and can be moved by a vehicle brushing up on it.

A-frame barricades and all roadway signage is adequate to direct and contain for all traffic concerns. Please advise this equipment should be set up for the duration of the event.

Bus Transfer Center (BTC) to/from Venues The BTC to/from Venues roadways were the two major highways connecting the

North-South Traffic Flow of Anchorage. These two highways had exit ramps to the Venue and a low number of stoplights.

The BTC used two Alaska Police Department Officers to control bus flow in and out of the facility. This worked very well both during the busy morning hours into the afternoon and evening.

Bus Transfer Center (BTC) to/from Village Areas

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The BTC to/from Village Area roadways were essentially downtown roadways that by state law were one of the first roads to be cleared in the event of a major snowstorm.

Motorpool to Venues & Villages

Exactly the same as both BTC to/from Venues and BTC to/from Village Area.

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10.4 Ted Stevens International Airport (ANC) to North Village Area

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10.4.1 North Village Elmendorf Air Force Base (Matanuska Hall) – Anchorage, AK

Primary Route: Depart ANC to International Airport

Dr. West Proceed on International Airport Dr.

West to C St. Turn Left onto C St. C St. turns into A St. after it crosses

Tudor Rd. Continue on A St. towards

Downtown Follow A St. across bridge to

Government Hill A St. turns into Juniper Dr. after it

crosses over the bridge Continue on Juniper Dr. to

Elmendorf Air Force Base (Government Hill Gate)

Continue through gate to Arnold Turn Left on to Arnold Follow Arnold to Fighter Dr. Turn Right on to Fighter Dr. and

continue to North Star Inn (Matanuska Hall) on left hand side of street

Secondary Route: Depart ANC using Aviation Parkway

10.4.2 North Village Elmendorf Air Force Base (Kenai Dorms) – Anchorage, AK

Primary Route: Depart ANC to International Airport

Dr. West Proceed on International Airport Dr.

West to C St. Turn Left onto C St. C St. turns into A St. after it crosses

Tudor Rd. Continue on A St. towards

Downtown Follow A St. across bridge to

Government Hill A St. turns into Juniper Dr. after it

crosses over the bridge Continue on Juniper Dr. to

Elmendorf Air Force Base (Government Hill Gate)

Secondary Route: Depart ANC using Aviation Parkway

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10.5 Ted Stevens International Airport (ANC) to South Village Area

10.5.1 Best Western Barrett Inn – Anchorage, AK

Primary Route:

Secondary Route:

10.5.2 Marriott Court Yard – Anchorage, AKPrimary Route:

Secondary Route:

10.5.3 West Coast International – Anchorage, AK

Primary Route:

Secondary Route:

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10.6 Ted Stevens International Airport (ANC) to East Village Area

10.6.1 Sheraton Hotel – Anchorage, AK

Primary Route:

Secondary Route:

10.6.2 Days Inn – Anchorage, AK

Primary Route:

Secondary Route:

10.6.3 Holiday Inn – Anchorage, AK

Primary Route:

Secondary Route:

10.6.4 Comfort Inn – Anchorage, AK

Primary Route:

Secondary Route:

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10.7 Ted Stevens International Airport (ANC) to West Village Area

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10.7.1 Hawthorne Suites – Anchorage, AK

Primary Route:

Secondary Route:

10.7.2 Westmark Hotel – Anchorage, AK

Primary Route:

Secondary Route:

10.7.3 Captain Cook Hotel – Anchorage, AK

Primary Route:

Secondary Route:

10.7.4 Hilton Hotel – Anchorage, AK

Primary Route:

Secondary Route:


10.8 Ted Stevens International Airport (ANC) to Anchorage Area Competition Venues10.8.1 Fed Ex Hanger – Anchorage, AK

Primary Route:

Secondary Route:

10.8.2 Hilltop Ski Area – Anchorage, AK

Primary Route:

Secondary Route:

10.8.3 Kincaid Park – Anchorage, AK

Primary Route:

Secondary Route:

10.8.4 Tesoro Sports Centre – Anchorage, AK

Primary Route:

Secondary Route:

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10.9 Ted Stevens International Airport (ANC) to Eagle River Competition Venues10.9.1 Harry J. McDonald Memorial Center – Eagle River, AK

Primary Route:

Secondary Route:

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10.10 Ted Stevens International Airport (ANC) to Girdwood Competition Venues

10.10.1 Alyeska Ski Resort – Girdwood, AK

Primary Route:

Secondary Route:

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10.12 Ted Stevens International Airport (ANC) to Auxiliary Venues

10.12.1 William A. Egan Civic and Convention Center (Olympic Town) – Anchorage, AK

Primary Route:

Secondary Route:

10.12.2 Sullivan Arena (Open/Close Ceremonies) – Anchorage, AK

Primary Route:

Secondary Route:

10.12.3 Health South (Poly Clinic) – Anchorage, AK

Primary Route:

Secondary Route:

10.12.4 5th Ave. Parking Garage (Games Motorpool) – Anchorage, AK

Primary Route:

Secondary:

10.12.5 Alaska Railroad – Anchorage, AK

Primary Route:

Secondary Route:

10.12.6 Alaska Center for the Performing Arts – Anchorage, AK

Primary Route:

Secondary Route:

10.12.7 Alaska Native Heritage Center – Anchorage, AK

Primary Route:

Secondary Route:

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11.0 HUMAN RESOURCES & TRAINING

11.1 Mission Statement. Although each job in the Transportation Department has specific duties and tasks associated, it is vital to note that Transportation relies on the TEAM concept: Together Everyone Achieves More. To say that a task is exclusive to a specific job undermines this idea. Finally, given the fast-paced, high-pressure environment of a Special Event, the Transportation team will be trained to stay as cool as ICE: Informed, Confident and Enthusiastic.

As time allowed training of volunteers became a brief task. It was expected that all Transportation Volunteers would read their assigned Transportation Handbook to resolve any pending issues with their position.

It is advisable for the GOC to disperse all Volunteer Handbooks prior to Job Specific Training. A back up in print work prohibited this action and resulted in many volunteers pondering transportation issues on site. Moreover, this action placed tremendous pressure upon the Transportation Leaders as well as Transportation Managers to handle operations.

Many Transportation Leaders and Managers suggested for the Volunteer Department to try to reschedule a shift specific to the volunteer for numerous days, as this would help in the overall operations at a venue.

The Transportation Department suggests for the next GOC to bring all Transportation Managers and Motorpool key staff in three to four days early for integration and streamline planning for transportation issues. This will allow experienced staff to combine on thoughts, set up a series of operational procedures specific to the event and environment.

11.2 Transportation Job Types. There are 4 (four) Transportation Job Types:

11.2.1 Management. The Director of Transportation and the Transportation Coordinator will prepare all necessary materials for the operation of Transportation, during the Planning phase. This includes the development of all budgets, manuals, traffic patterns, the demand level for ‘01 Winter Games vehicles and the deployment of all Transportation personnel during the Games.

During the Operations phase, these two individuals will implement the plan that they have developed, with the assistance of 13 Transportation Managers who will be resourced by F & H, Inc. and will be temporary paid employees of the ’01 Winter Games. These latter will direct Transportation Operations at Airports, Motorpools, Venues and Villages, through the oversight of volunteer staff.

The two person management staff indicated above will be employees of F & H, Inc., on contract to the 2001 Special Olympics World Winter Games Alaska. Sean E. Halleran, an F & H, Inc. Project Manager assigned to this contract, has been designated as the ’01 Winter Games Director of Transportation. Bryan Dodd, an F & H, Inc. Assistant Project Manager, has been designated as the ’01 Winter Games Transportation Coordinator. Finally, Michael A. Aguilar, Director of Special Events for F & H, Inc., has been designated as the Project Executive for

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this contract, and will be on hand to provide management assistance during the ’01 Winter Games, in the role of Senior Director of Transportation.

11.2.2 Supervision. Reporting to the Transportation management are 11 volunteer Venue/Village Transportation Leaders, individuals who have demonstrated strong leadership skills and superior performance, in management roles. They will supervise Transportation operations at the sites indicated above through the successful implementation of the Transportation plan. Supporting them will be a total of at least 11 Assistant Venue/Village Transportation Leaders.

11.2.3 Dispatch. A total of 12 Dispatchers will be responsible for the effective and efficient utilization of all rolling stock (approximately 100 buses, 25 vans, 40 SUVs, 5 sedans), directly supervising volunteer drivers. This paid position is essential to the effective operation of Transportation during the ’01 Winter Games.

11.2.4 Volunteer. Each of the four (4) Transportation line volunteer positions — Vehicle Loaders (VLD), Traffic & Parking Attendant (TPA), Transportation Information Person (TIP), and Motorpool Driver (DRV) — must exhibit their unique qualities and be able to function in several jobs. All positions require strong communication skills. Volunteers must take information from guests and relay it to one another in person, over phones, or via radio. They must be team players, be able to take direction good-naturedly and think on their feet quickly and effectively.

11.3 Venue Transportation Leader (VTL)

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Overview. Venue Transportation Leaders are individuals who have shown strong leadership skills and superior performance in management. They will execute all Transportation operations, confirm Transportation needs, validate planning assumptions, and create an orderly means of implementing the Transportation plan. They will be located at the Airport, the Villages & Venues.

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Staff Type: Volunteer

Reports to: Director(s) of Transportation

Start Date: 2 Mar 2001

Total Req’d.: 11

End Date: 12 Mar 2001

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Responsibilities Work in conjunction with the other Transportation Leaders Confirm Transportation Operational Requirements including personnel, Furniture, Fixtures &

Equipment, technology, & signage Work with site, functional area and community contacts Secure site parking areas and site access points Confirm Venue travel routes: locations, routes, & maps. Implement vehicle fueling system, transportation policies & procedures Execute details contained in Transportation Operations Plan Implement Transportation security requirements Understand & implement Bus Shuttle schedules Track all vehicles within operational area Manage all Venue access and parking needs

Required Knowledge/Experience College Degree (or equivalent experience, esp. in transportation) Familiarity with special events and transportation management Basic Computer Skills: Database, Spreadsheet, Word Processing Proven Team Player with an ability to work well under pressure. Transportation leaders should

be outgoing, self-motivated, and enthusiastic.

The Venue Transportation Leader was essential in the execution of the overall Transportation system on a daily basis.

The Venue Transportation Leader was found at every Competition Venue as well as the major Auxiliary Venues of the World Games, i.e. Egan Center, Sheraton (Honored Guest Center).

A volunteer position, the VTL took a large responsibility in overseeing the successful duties of the TAL, TAP, and TIP, and to make sure they were getting enough support to their concerns, warmth, breaks, and food.

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Assistant Venue Transportation Leaders (AVTL)

Overview. Assistant Venue Transportation Leaders report directly to Venue Transportation Leaders, and are responsible for providing assistance in the management of Transportation at all locations. They will supervise Transportation Volunteers and coordinate overall operations. They will be located at the Airport, the Villages and Venues. Assistant Venue Transportation Leaders will be on site only when Venue Leaders are not present.

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Reports to: VTL


Total Req’d.: 11


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Responsibilities

Supervise Transportation volunteer activity at the Airport, Villages and Venues Validate Transportation vehicle requirements Supervise Transportation volunteers in the absence of the VTL Regulate access control, staging, parking Maintain communication with Dispatchers & Vehicle Loaders, relaying information pertaining

to arriving or departing Guests Maintain volunteer count (check-in and check-out) Maintain vehicle and radio count Monitor Transportation vehicle traffic flow

Required Knowledge/Skills/Certifications

Valid Drivers License Exemplary driving history (no points within last 3 years) Familiarity with hand-held 2 way radio Knowledge of area Team orientation with a positive attitude, enthusiasm, leadership skills, and the ability to make

clear decisions under pressure

The Assistant Venue Transportation Leader was essential in the execution of the overall Transportation system on a daily basis if the VTL was not able to cover a shift.

Moreover, in the event both the AVTL and VTL were working the same shift, the AVTL helped execute many of the unseen communication between the Transportation Department, People Mover, and all shuttle systems.

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11.5 Dispatcher (DSP)

Overview. Dispatchers are responsible for taking vehicle requests and efficiently making Transportation assignments. Most often, Dispatchers are the main contact between a guest and Transportation until the vehicle is in motion. Duties include Driver/vehicle assignments, Driver communication, phone calls, use of the radio, and knowledge of all road, traffic and vehicle conditions. Dispatchers must manage multiple tasks in a high-pressure environment, keeping a clear head during peak periods. They will be assigned to the ’01 Winter Games Motorpool where different duties will be required, such as:

Transportation Service Center – greet guests, answer phone, take Request For Transportation. Transportation Dispatch Yard – maintain communication with drivers, control map and board,

assign drivers and vehicles, maintain vehicle count

Each dispatcher will be responsible for his/her assigned position but must be able to perform all the above tasks, at all locations, as necessary.

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Staff Type: Paid

Report to: Motorpool Mngr.

Start Date: 25 Feb 2001

Total Req’d.: 12


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Responsibilities

Receive and execute all Transportation service requests from guests Track all active service, via radio, on dispatch board Maintain constant communication with Drivers, updating service status Maintain and enhance superior guest transportation experience

In addition, the following positions will assume particular responsibilities:

Dispatcher 1 (D1)

Primary guest contact for walk-up service, orders by phone and fax Provide guests with Transportation information (shuttle schedules, pick-up and drop-off

locations, etc.) Assist guests with Request for Transportation (RFT) ensuring that it is complete, sensible, and

legible Bridge gap between guest demand and asset supply Maintain the Drivers Locations Board; communicate with D2 Reconcile guest demand with asset supply Manage Fleet related issues Located in the Transportation Service Center

Dispatcher 2 (D2)

Primary radio operator; delivers instructions to Drivers in the field Maintain awareness of all driving assignments and Driver locations Monitor asset supply (vans, cars, and drivers) and availability Ensure driver check-in, issue keys, radios Maintain communications inventory Responsible for making driver assignments Ensure Drivers have all materials necessary to accomplish duties (radio, placards, markers, etc.) Located in the Dispatch Office


Valid Drivers License Exemplary driving history (no points within last 3 years) Familiarity with hand held 2 way radios Knowledge of area roads and traffic patterns The ability to work in groups with patience, a positive attitude, strong communication skills, and the ability to make clear decisions under pressure

The Dispatcher is a paid position employed by the Motorpool. The Dispatcher would help direct and reassign all Motorpool drivers on the road.

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The Dispatcher also retained the responsibility to receive all Requests for Transportation in the Motorpool.

The dispatcher does not have communication with the Bus Shuttle Systems. Bus companies have their own dispatch unit.

A ratio of 1:200 one dispatcher to every 200 Honored Guests registered with the Olympics will work well.

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Transportation Assistant – Vehicle Loader (VLD)

Overview. Vehicle Loaders are responsible for preparing vehicles, supervising Drivers at the load zones and for loading/unloading passengers in a timely and efficient manner. The Vehicle Loader must make the transition to and from the Transportation function as smooth as possible. They exchange information with Motorpool Drivers and Transportation Information Personnel. They are located at the Airport, the Villages (where they will report to Village Managers) and Venues (where they will report to the Venue Transportation Leader).

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Reports to: VTL, VTM


Total Req’d.: ?


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Responsibilities

Maintain passenger count for each loaded vehicle Provide guests with vehicle arrival/departure information Facilitate flow of vehicles at ingress and egress locations Coordinate information between TIP, and Motorpool Drivers


Valid Driver’s License Satisfactory driving history (no points within last year) Familiarity with hand-held 2 way radios The ability to work in groups as well as work independently with patience, a positive attitude,

and enthusiasm

The Transportation Assistant Loader or TAL was used to aid in the loading and unloading of Delegations and Honored Guest at the curb.

Only in extreme cases should the TAL be requested to count, unless a research study is undertaken for static purposes of the Transportation Department.

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Transportation Assistant - Traffic & Parking Attendant (TPA)

Overview. Traffic & Parking Attendants are assigned primarily to parking areas, loading/unloading spots, and restricted access areas. They keep restricted areas clear of unauthorized vehicles and facilitate the traffic flow in designated areas. These individuals will be outside during most of their shift. Traffic & Parking Attendants will be in contact with the Venue Transportation Leader as needed to monitor vehicle and traffic flow. They will be located at the Airport, the Villages and Venues.

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Reports to: VTL, VTM


Total Req’d.: ?


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Responsibilities

Check vehicle for valid credential Facilitate the effective flow of traffic Direct crowds as needed Ensure the separation of vehicle and pedestrians in controlled areas


Valid Drivers License Satisfactory driving history (no points within last year) Familiarity with hand-held 2 way radios The ability to work in groups as well as working independently with patience, a positive attitude,

and enthusiasm

The Transportation Assistant Parker or TAP was used to aid in the lot development for parking.

It is important the TAP’s understand the lot design for the parking structure as well as how to identify when a lot is starting to become full and congested.

An auxiliary plan for parking should also be part of the repertoire of the TAP. Warm clothing and water are essential for adequate work effort. It is important to treat these volunteers with the utmost respect and thankfulness with their

participation.

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11.8 Transportation Assistant - Transportation Information Person (TIP)

Overview. Transportation Information Personnel are responsible for direct interaction with guests at all locations where transportation occurs. Thus, enthusiasm and friendliness are important attributes. They will be assigned at the Airports, where at terminal concourses they will meet and direct guests to the baggage claim area. TIPs stationed at the baggage claim and curbside areas will assist movement and load guests and baggage onto vehicles, which will be dispatched when appropriate. TIPs will be assigned to Villages, Venues and the Airport to assist guests in obtaining any and all Transportation service, in the most efficient & agreeable manner.

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Report to: VTL, VTM


Total Req’d.: ?


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Responsibilities

Greet guests at the Airport Communicate with Transportation Manager to convey information pertinent to the

status of guests and assigned vehicles Provide guests with all requested information regarding the Transportation system Assist with providing vehicles to fulfill guest requests


Certified licensed driver Familiarity with hand-held 2 way radio Strong enthusiasm with a positive attitude A strong team orientation and a willingness to work with others Ability to lift luggage at baggage claim may be required

The Transportation Assistant Information Person or TIP is vital in the execution for the arrival and departure for all Motorpool operations at the Venues.

The TIP has the ability to talk with dispatch to request a vehicle or to find its estimated time of arrival.

It is important to make these volunteers as easily recognizable as possible to all Honored Guests so that they become a friendly face during Games time.

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Motorpool Driver (DRV)

Overview. Motorpool Drivers are responsible for their vehicles — maintenance, cleanliness, contents — and are also responsible for the safety and satisfaction of passengers. As an important representative of the Transportation function, Drivers must always set a positive example, representing the ’01 Winter Games in the best possible light. They must maintain strong lines of communication with Dispatchers, keeping the latter up to date on pick up/drop off information, traffic patterns, and road changes. Quick thinking, good listening skills, and patience are essential attributes in developing a cordial relationship with guests.


Report to: DSP

Start Date: 28 Feb 2001

Total Req’d.: ?


Responsibilities

Receive & execute transport orders from Dispatcher Communicate with Dispatcher, updating status & ensuring quality service Maintain Vehicle cleanliness, with a minimum of a 1/2 tank of gas Keep up to date on road changes Maintain polite and courteous environment for guest Transport guests safely between official Transportation points Confirm the information provided in the Request for Transportation (RFT) is correct;

communicate with Dispatcher and guests Maintain a safe and clean vehicle, assigned at the beginning of each shift Maintain other equipment necessary for the completion of duties (i.e. 2 way radio,

placards, and markers), assigned at the beginning of each shift


Certified driver’s license for at least 1 year Exemplary driving history (no points within last 3 years) Knowledge of area roads and traffic patterns Familiarity with hand-held 2 way radios Work well in groups; ability to make decisions in pressure situations

The Motorpool Driver was a voluntary position. However, adequate background checks and driver record checks is vital in reducing the risks of an accident.

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The Motorpool Driver only services the Honored Guest Clientele. The Motorpool Driver should be recruited from the immediate local area. The Motorpool only experienced a 6% damage association with over 130

vehicles used during the games. This can be correlated with two factors: 1) a minimum driving age of 25 years old and 2) the use of military personnel as Motorpool Drivers.

The Military support for the Motorpool Driving position made up over 50% of our drivers per shift.

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11.10 Transportation Human Resources Deployment.

All Airport, Village and Venue positions will be staffed each day that such sites are active, including arrivals, practice and departure dates. Volunteers will report to Transportation supervisory personnel at each site, from whom all materials necessary for the completion of Transportation duties (e.g., radios, cones, flags, and traffic flashlights) will be made available.

The following table summarizes the number of Transportation Staff/Volunteers to be deployed at serviced locations. Note: The numbers below indicate the TOTAL number of Transportation Staff that will be required. This will take into account factors such as attrition, and the fact that it is unreasonable to expect the average volunteer to donate more than 4 (four) shifts per week of operation.

Table 18

Loca

tion

Ven

ue

Tra

nspo

rtat

ion

Lea

der

Ass

ista

nt V

enue

T

rans

port

atio

n L

eade

r

Dis

patc

her

Veh

icle

Loa

der

Tra

ffic

&

Park

ing

Att

enda

nt

Tra

nspo

rtat

ion

Info

rmat

ion

Pers

onne

l

Mot

orpo

ol

Dri

ver

Tot

als

Anchorage International Airport (ANC) 1 1 4 8 14

Welcome Center - TBD 4 4Egan Center 2 2Athlete Vil. Area East (AVE) 1 1 26 28Athlete Vil. Area West (AVW) 1 1 24 26Athlete Vil. Area North (AVN) 1 1 14 16Athlete Vil. Area South (AVS) 1 1 18 20Alyeska Ski Resort (ASR) 1 1 6 7 2 17Fed Ex Hanger (FEH) 1 1 14 8 2 26Hilltop Ski Area (HSA) 1 1 2 6 2 12Kincaid Park (KCP) 1 1 4 9 2 17McDonald Center (MMC) 1 1 4 4 2 12Tesoro Sports Centre (TSC) 1 1 4 4 2 12Bus Transfer Center (BTC) 22 8 1 315th Ave. Garage (5AG) 12 300 300

Total 11 11 12 144 37 21 300 539Note: All personnel assigned to the Anchorage International Airport (ANC) will be re-deployed to various Venue locations when activity at ANC diminishes. Volunteers from all Venue locations will assist with Opening Ceremonies and Closing Ceremonies.

11.11 Village/Venue Daily Shift Matrix.

Please see Attachment S – Transportation Schedules (to be developed).

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11.12 Transportation Orientation & Training.

All Transportation Volunteers will be required to attend at least one (1) Orientation & Training Session according to the following table:

Table 19

Session Date Time Site Est. Attendance

Focus of Training

1 02/03/01 09 00 – 11 00 ’01 Games Warehouse 200 Villages2 02/03/01 12 30 – 14 30 ’01 Games Warehouse 10 Airport3 02/03/01 16 00 – 18 00 ’01 Games Warehouse 30 Venues4 02/10/01 09 00 – 11 00 McDonald Center 10 Airport5 02/10/01 12 30 – 14 30 McDonald Center 30 Venues6 02/10/01 16 00 – 18 00 McDonald Center 200 Villages7 02/17/01 09 00 – 11 00 Sullivan Arena 30 Venues8 02/17/01 12 30 – 14 30 Sullivan Arena 200 Villages9 02/17/01 16 00 – 18 00 Sullivan Arena 10 Airport

Note: In addition, all Dispatchers, Venue Transportation Leaders and Assistant Venue Transportation Leaders will attend a final orientation and training session on Sunday, February 25, 2001.

11.12.1 Orientation. All Staff and Volunteers will receive orientation on the following areas: the Ground Transportation mission, the location of Transportation facilities, Staff & Volunteer performance criteria (e.g., daily check-in/check-out procedures, reporting responsibilities, dispute resolution, radio protocols, etc.), Staff and Volunteer services (e.g., parking, shuttles, breaks/snacks, etc.), and Transportation Job Descriptions, Duties & Responsibilities.

11.12.2 Training. Since most Transportation Staff & Volunteer positions are skill-specific, most training will occur on the first few days of operations. Nevertheless, some training (e.g., role-playing, troubleshooting scenarios, job demonstrations) will occur at each scheduled Training Session noted in the table above.

Orientation and Training was effective in Alaska. The military training and orientation had to only be executed once.

Thorough training in protocol should be executed when briefing civilians or non-military.

The GOC should recognize not all drivers would retain their training. It is important to emphasize emergency procedures, as well as communication and radio protocol.

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Transportation Department Organizational Structure (Overview – 1 of 2)

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ASR VenueTransportation

LeaderKCP VenueTransportation

LeaderMMC VenueTransportation

LeaderFEH VenueTransportation

LeaderTSC VenueTransportation

LeaderHSA VenueTransportation

Leader

BTCTransportation Ast.

ManagerSouth Village

Tran. Ast. Mngr.

Loren L. SmithDirector of Operations

Bryan DoddTransportation Coordinator

ANC/Special Event Transp. Manager

North VillageTran. Ast. Mngr.

Michael A. AguilarSenior Director of Transportation

BTCTransportation

Manager

MotorpoolTransportation

Manager

Sean E. HalleranDirector of Transportation

East/West VillageTran. Ast. Mngr.

VillageTransportation

Manager Parking/Transit Transportation

Manager

MotorpoolTransportation Ast.

ManagerBTCTransportation Ast.

Manager


11.13 Transportation Department Organizational Structure (Detail – 2 of 2)

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Venue TransportationLeader

Assistant Venue Transportation

Leader

Transportation Assistant (Vehicle

Loader)

Transportation Assistant (Parking

Attendant)

Transportation Assistant (Info

Personnel)

Motorpool Transportation Manager/Ast. Manager

Motorpool Driver

Dispatch Manager

Vehicle Loader

Vehicle Manager


Loader)

Transportation Assistant (Info.

Personal)

Village Transportation Manager/Ast. Manager

Bus Transfer Center Transportation Manager/Ast.


Loader)

Transportation Assistant (Info.

Personal)

Transportation Assistant (Parking

Attendant)

11.14 Table of Transportation Staff Requirements

POSITION TYPE LOCATION TOTAL REQUIRED REPORTS TO START

DATE END DATE

Senior Dir. of Transportation Contractor Airport, Village, Venue 1 Director of

Operations24 Feb 2001

14 Mar 2001

Dir of Transportation Contractor Villages, Venues 1 Director of

Operations8 Nov 1999

27 Apr 2001

Transportation Coordinator Contractor Village, Venues 1

Director of Transportation

1 Mar 2000

31 Mar 2001

Ven. Transportation Leader

Volunteer Airport, Villages, Venues 11Director & Coordinator of Transportation

2 Mar 2001

12 Mar 2001

Ast. Ven. Transp. Leader Volunteer Airport, Villages, Venues 11 VTL 2 Mar

200112 Mar 2001

Bus System Mngr./Ast.

Paid (exempt) Bus Transfer Center (BTC) 3


25 Feb 2001

15 Mar 2001

Motorpool Mngr./Ast.

Paid (exempt) Games Motorpool 2


25 Feb 2001

15 Mar 2001

Vehicle Manager

Paid (exempt) Games Motorpool 1 Motorpool

Manager25 Feb 2001

15 Mar 2001

Dispatch Manager

Paid (exempt) Games Motorpool 1 Motorpool

Manager25 Feb 2001

15 Mar 2001

Dispatcher Paid (exempt) Games Motorpool 12 Motorpool

Manager25 Feb 2001

15 Mar 2001

Village Managers

Paid (exempt) Village areas 4


25 Feb 2001

15 Mar 2001

Park./Transit Manager

Paid (exempt) Anchorage Bowl 1 Transportatio

n Coordinator25 Feb 2001

15 Mar 2001

ANC/Special Event Mngr.

Paid (exempt) ANC/Sullivan/Egan Center 1 Assoc. Dir. of

Transp.25 Feb 2001

15 Mar 2001

Transportation Assistant (Vehicle Loader)

Volunteer Airport, Villages, Venues 219VTC, AVTC (at Venues); DSP (at Villages)

2 Mar 2001

12 Mar 2001

Transportation Assistant (Traffic & Parking Attendant)

Volunteer Airport, Villages, Venues 131 VTC, AVTC 2 Mar 2001

12 Mar 2001

Transportation Information Person

Volunteer Airport, Villages, Venues 87 VTC, AVTC 2 Mar 2001

12 Mar 2001

Motorpool Driver Volunteer Villages 300 DSP 24 Feb

200116 Mar 2001

Total: 78712.0 MATERIAL LOGISTICS, TECHNOLOGY & SIGNAGE (THIS AREA IS

UNDER DEVELOPMENT – Logistics Department started 9/1/00)

12.1 Scope of Service.12.2 Period of Operations.12.3 Domain of Operations.


12.4 Method of Operations.

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Logistical Requirements

Equipment Type OAV 1 - OAV 16

MTP

DW

C

BTC

ANC

ASR

TSC

KCP

SUL

MIA

HSA FED

Tota

l

Hand Held Hot Pocket Packs 200 20 60 20 40 10 40 40 10 10 40 490

Caution Tape, 1 roll 3 1 2 1 1 1 1 2 1 1 1 15Cork Board, 2' x3' 16 3 3 4 4 1 4 1 20

Folding Table, 6' 16 1 2 2 2 1 1 1 2 1 1 1 28Folding Desk Chair 9 14 4 10 12 1 1 1 2 1 1 1 48

Dry-Erase Board, 2' x 3' 16 2 1 1 3 1 1 1 1 1 1 13Eiesel 32 4 4 4 16 1 1 1 4 1 1 1 54

Extension Cord, 40' 4 4 4 2 14Fire Extinguisher 4 2 1 7

First Aid Kit 1 1 1 1 4Flashlight, w/batteries 10 2 4 2 8 26

Gas Can, 5 gal. 6 1 1 1 1 1 4 1 1 1 18Hand Held Vacuum Cleaner 4 4

Ice Chest, 48 qt. 2 1 3Paper Cup Dispenser 1 1 1 3

Jumper Cables 4 1 2 1 2 1 11Key Control Box 2 2

Misc. Office Supply Kit 2 1 1 1 1 1 1 1 9Mop, Bucket & Wringer 1 1 3Outdoor tent (10' x 10') 2 1 2 1 6

Parking Flag 8 8 6 8 8 6 4 40Parking Vest 6 6 8 6 10 6 8 12 6 6 8 82

Power Strip, 6 plug 3 1 1 2 7Recycling Container - Can 2 1 1 4

Recycling Container - Paper 2 1 1 4Refridgerator, 3' 2 2

Safety Flare (24 count case) 5 1 1 1 8Safety Wand (for flashlight) 10 2 4 2 8 26

Lip balm (12 count) 10 3 1 1 1 1 1 3 1 1 1 24Tool Kit 2 1 1 4

Traffic Cones, 2' 36 20 20 40 20 15 15 25 55 20 15 45 290Trash Can, 3 gal. 3 1 2 6

Trash Can, 55 gal. 2 3 5Trash Can Liner, 3 gal. (case) 3 1 2 6

Trash Can Liner, 55 gal. (case) 2 3 5Water Cooler, 5 gal. 2 1 2 5

OAV1 - OAV16=Olympic Athlete Villages 1-16 KCP - Kincaid Park (Nordic Skiing, Snowshoeing)ANC - Anchorage International Airport MCD - McDonald Arena (Speed

Skating)MTR- Motor Pool FED - FedEx Hanger (Floor

Hockey)DWC - Delegation Welcome Center ASR - Alyeska Ski Resort (Alpine

Skiing)


Technology Requirements

Technology Equipment Motorpool DWC BTC TotalTelephone Lines 3 0 0 5Telephones 3 0 0 5Modem Lines 1 0 0 3Computers 2 0 0 4Fax Lines 1 0 0 1Fax Machines 1 0 0 1Cell Phones 12 4 4 20Pagers 21 2 2 25Astro-X 150 0 0 150Base Stations 2 0 0 2Two-Way Radio 24 2 4 30

DWC - Delegation Welcome CenterBTC - Bus Transfer Center

*All information above is subject to change pending facility locations.

Trail Blazing Signage

Venue Location for Street Sign Directional Arrow Size QuantityFEH Minnesota & Northern Lights Right > 2' x 3' 1

Northern Lights & Aircraft Straight ^ 2' x 3' 1 Northern Lights & Postmark Left < 2' x 3' 1

HSR Seward Hwy. & Diamond Exit Left < 2' x 3' 1 Abbot Rd. & Lake Otis Pkwy. Straight ^ 2' x 3' 1 Abbott Rd. & Yellow Curve Sign Left < 2' x 3' 1

KIP Minnesota & Northern Lights Straight ^ 2' x 3' 1 Seward Hwy. & Rasberry Exit Right > 2' x 3' 1 Minnesota & Rasberry Rd. Exit Right > 2' x 3' 1 Rasberry & Air National Guard Straight ^ 2' x 3' 1

MIA 6th Ave. & Gamble Straight ^ 2' x 3' 1 Glenn Hwy. & To Eagle River Straight ^ 2' x 3' 1 Glenn Hwy. & North E.R. Exit Right > 2' x 3' 1

TIC Seward Hwy. & O'Malley Rd. Right > 2' x 3' 1 O'Malley & Old Seward Left < 2' x 3' 1

SUL 6th Ave. & Gamble Right > 2' x 3' 1Total 16

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13.0 CEREMONIES OPERATIONS – SULLIVAN ARENA (UNDER DEVELOPMENT – First meeting concerning Ceremonies was requested by Transportation and will occur 9/8/00)

13.1 Scope of Service.13.2 Period of Operations.13.3 Domain of Operations.13.4 Method of Operations.

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14.0 PERIPHERAL ’01 GAMES CONSTITUENTS

14.1 Scope of Service. The following three (3) groups are those for whom some Transportation service will be provided during the 2001 Special Olympics World Winter Games in March: 1) Family Members of ’01 Games Delegations; 2) members of the ’01 Games Media; 3) ’01 Games Officials. The three (3) aforementioned groups will be provided with limited Ground Transportation Service.

14.2 Period of Service. The operational period for effective ground transportation in support of Peripheral ’01 Games Constituents will be available throughout the week of March 4, 2001, ending on March 11, 2001. Daily service during this period will begin as early as 08 00 (8:00AM) and extend as late as 20 00 (8:00PM).

14.3 Domain of Service. Limited Shuttle Service will be provided during the ’01 Games to Peripheral Constituents. The transportation department will provide local school district buses and public transit buses to provide shuttle service to and between the city of Anchorage and the ’01 Games Competition Venues. Peripheral Constituents will be able board these buses provided an official Games credential. Loading zones for such service can be found at the 5th Avenue Mall, etc. Other forms of transportation (rental cars, taxi services) are suggested for direct service to other facilities’01 Games.

14.4 Method of Operations. Shuttle service will be provided on a limited and scheduled basis. Due to the lack of knowledge in understanding where all three Constituents are staying, total number of people, and finalized sports schedules, shuttle times can only be speculated as of 9/2/00.

14.4 Family Member. Family Members of 2001 Special Olympics World Winter Games athletes makes up the larger portion of Peripheral Constituents. There is an estimated one thousand (1,000) Family Members to attend the ’01 World Winter Games. Family Members can expect to receive public transportation shuttle service to downtown Anchorage from their hotel. From Downtown Anchorage public transportation shuttle service will allow Family Members to reach five of the six ’01 Games Venues during daily hours of competition. Alyeska Ski Resort – host of Alpine skiing – is over forty-five miles away from downtown Anchorage. Three buses a day will transport Family Members to this Venue for Competition viewing. It is undecided whether Family Members must purchase a ride ticket or not for the week. If so, ride tickets will cost $2/day, $10/week.

The transportation service to the constituent group of Families was minimal. It is the Transportation Departments high recommendation that the next GOC

seriously consider providing a complete supportive and comprehensive system to both Family Members and Media.

The Family Member group was transported via the urban transportation system entitled People Mover.

The People Mover system seemed to be overcrowded with public rider ship, riders not associated with spectators or Family Members.

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The People Mover system worked diligently to fulfill the requirements and stresses the World Winter Games placed on their system.

International Family Members found it difficult to read and understand the American route times and route numbers. However the identification of Venues by the bus driver was beneficial.

The Transportation Department highly recommends the next GOC spend a large amount of planning for urban transportation and how it can benefit these peripheral constituent groups.

It was the GOC’s decision not to include a larger budget to support both the Media and Family system for unseen circumstances.

14.5.1 Loading Zones. Various locations throughout Anchorage will house load zones for transport to competition venues. Public Transit Bus Stops located at many of the Family Member’s Hotels are already in existence and are capable of housing load zones for Family Members. A list will be compiled at a later date.9/2/00

14.6 ’01 Games Media. Media members of the 2001 Special Olympics World Winter Games Alaska will have limited transportation during the ’01 Games. The ’01 Games Transportation Department recommends that all media members utilize the provided public transportation system to service all competition venues. For a more mobile access to the Anchorage area and ’01 Games Venues rental vehicles are in hand. Media will be provided with a list of ’01 Games preferred rental agencies to secure rentals for the week. Further discussion of load zones, serviced venues, and preferred rental vehicle agencies (for quick mobility), will be inserted by 10/31/00.

Again Media was expected as well to use the local urban transportation system entitled People Mover.

All major concerns and issues are addressed above under Family Members in this chapter.

14.7 ’01 Games Officials. Limited transportation service will be provided for the one hundred seventy-nine (179) ’01 Games Officials. Three (3) levels of Officials will be officiating the ’01 World Winter Games; levels A, B, & C. Level A & B Officials will be provided with five (5) mini-vans and eighteen (18) Sport Utility Vehicles (SUV) for the duration of the ’01Games. March 4, 2001 will mark the access to Official’s vehicles and March 12, 2001 will mark the termination of vehicle use. Level C Officials consist of local Anchorage Officials. Level C Officials will use their own vehicles to get to Competition. Level A & B Officials are encouraged to carpool with Level C Officials officiating at the same Venue. A matrix for delegation of vehicles per sport is found below.

Table 1. Vehicle Delegation by Sport

Competition Venue Number of A&B Officials

Vehicle Type & Number Dates Available for Use

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Alpine Skiing 6 2- SUV 3/4/00-3/12/00Cross Country 3 1-SUV 3/4/00-3/12/00Figure Skating 17 5-SUV 3/4/00-3/12/00Floor Hockey 42 4-Mini & 4-SUV 3/4/00-3/12/00Snowboarding 3 1-SUV 3/4/00-3/12/00Snow-shoeing 2 1-SUV 3/4/00-3/12/00Speed Skating 24 1-Mini & 4-SUV 3/4/00-3/12/00

The Games officials were provided an allotted number of mini-vans and Sport Utility Vehicles based on the number of officials at one Competition Venue.

Fed Ex, with the most officials officiating during the day, was given the largest number of vehicles to split up between all officials.

This method of carpooling within the competition venue seemed to work well and the transportation department did not receive complaints or pending issues with the allotment.

The Transportation Department did however restrict all foreign officials from driving the vehicles. This was a request from the Risk Management Department.

14.7.1 Officials Vehicle Checkout Procedure. Each Competition Venue Coordinator will decide which Official from the Venue will be designated to assign vehicles out to the other Officials at their Venue. The chosen Official will sign out each vehicle with an Official’s name. This designated Official will be considered the driver of the vehicle for the week. The head Official appointed by the Competition Venue Coordinator can checkout and assign these vehicles via the front desk at Residence Inn. There will be a Transportation Representative to handle Checkout. Each key will have a number tag correlating with a number posted on the vehicle to be driven. Official’s vehicles can be found in the Residence Inn lot on the morning of March 4th. Vehicles will be delivered the evening before on March 3rd, without the official’s prior knowledge. Officials will have access to the vehicles on the morning of the 4th. Exception being Alyeska Officials, who will receive vehicles the night of March 3, 2001.

14.7.2 Officials Vehicle Return Procedure. All vehicles used by ’01 Games Officials must be returned on the morning of March 12, 2001 to the Transportation representative located at the front desk of Residence Inn.

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1.0 SummaryThe evaluation of Transportation Operations is meant to be direct and simple to

the point. Transportation Operations was effective and accomplished the goals the GOC set to be attained during the planning process. However, transportation is always as effective as the boundaries that guide it’s operations. Below are three areas that played a significant role in the operations of transportation and should be considered vital to successful operations for future special events. Advise that the three areas noted below are not specific to transportation but are games wide.

CommunicationCommunication is a broad area of concern for world winter however all aspects of communication are the most vital for a successful event. If there is no base for communication (physically, verbally, or technologically) the event becomes lost to the struggle of the staff. Physical communication is communication that we can touch such as manuals, paper documents, and timelines. Each department bases their paper plans off of each other. All operation plans should be updated and reviewed monthly by the directors of the GOC. All publications should have separate print deadlines in the order of: Volunteer Department, Participant Services Department, and Operations Department. Furthermore, documentation and print of the Communication line in case of emergencies or questions should have a direct pattern. To many phone calls and questioning were lost to the incorrect people. An effective reporting procedure should be developed down to the volunteer level. Phone and/or radio numbers should be developed at different levels of responsibility so that general volunteers do not find themselves talking with the CEO.Verbal communication is a vital part of all planning and operational aspects. Interoffice communication was slighted by the fact that many venues (competition and auxiliary) were behind schedule in securing their facility contract thus postponing communication to the facilities representatives for planning. It is vital to establish a communication link as early as possible with a facility where transportation or any other functional area will be represented. Moreover, interoffice communication was kept to a minimum due to the staffs perception of the importance of their own functional area rather than how their functional area would affect others. It is important for the GOC to focus on required venue and functional area meetings discussing each functional area’s role and their operational process during the Games. Verbal communication in the field during operations turned out to be clustered the first few days but adjusted for the remaining period. The cluster of conversations that would overlap each functional area during operations created many calls to the JOCC and/or management with similar content. As verbal communication becomes vital during operations, the GOC should keep in mind on how to develop a verbal relay system that is followed stringently. Verification of actions, what has taken place, what caused the result, and who is responsible (name, location, and contact number) are all questions that need to be assessed before continuing communication to another individual about an issue. Technological communication and the tools necessary is invaluable to a GOC during the planning and operations phase. Programming tools that would have benefited the planning phase are mapping programs like Visio. This would allow all venues to create a standardized look to their map. Another program would be Microsoft Management and Planning tools that have the ability to create timelines as well as control and manage all functional areas that are related to the event. During games week, technological communication is the most vital link to controlling

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events and their operations. Due to budget restraints the GOC was not able to build their technology communications system. A lack of cell phones and two-way pagers created large hurdles for the Transportation staff to operate with. A standard pager was the only piece of communication equipment available to use outside of hard-line telephones. These two alternatives do not work in an operations state. Real time communication is key (cell phones, two-way pagers, and radios). Controlling movement of Delegations is vital to their safety. Without proper technology equipment the operations of a GOC can become a burden. Furthermore, the next GOC will need to test all radio communications no later than one-week prior to games time. Radio operations and frequencies failed to often. In some instances, they did not work and were not resolved until mid-week of competition. Once the radio network was functional, it became invaluable to the transportation operations.

Timeline A timeline for planning should be developed and followed in a manner of up-most importance. The timeline theory was not effective in Alaska due to the belatedness of it’s introduction to the staff, as well as the prioritization of goals to be accomplished. “Micro-plan and Macro-manage” is key when developing an effective operations plan. Timelines allow for a feasible operations plan to be developed and sets goals that are attainable within a matter of months. Accomplishment should be realized before the special event, not during or after. The timeline strategy can be sourced from SOI. Tips and development priorities can be sourced from SOI as well.

Volunteers Volunteers played a large role in the success of the 2001 Special Olympics World

Winter Games. The Volunteer Department of the GOC did a fine job securing volunteers at the most needed positions, however, the volunteer numbers were lower than expected, which is the case general with each event. The Volunteer Department focused on securing the overall personnel numbers it would take to run the games, which was a huge planning tragedy and should have never been attempted. It has been proven in other host cities, when planning for shift times, function, and repetitive days, it allows for a higher level of service by the volunteer to perform. The volunteer becomes familiar with their surroundings and becomes aware of the operations. The GOC for Alaska elected to base their needs on exact numbers thus ignoring the vital importance of recruiting and scheduling for function, key shift times, and repetitive days at a venue. For reference, please review the Sydney 2000 Olympic Games After Action Report. Moreover, during operations, almost daily the Transportation Department experienced a new volunteer daily. This did not allow for our Leaders to meet and get to know the volunteer. Furthermore, it did not allow the volunteer to understand the position thus becoming reliant on the Transportation Leader. Overall the Motorpool scheduled 1275 Volunteers for the 14-day period and had 937 volunteers show for their shift, 73.49% scheduled volunteers showed. This number is justified by the Volunteer check-in lists completed daily during the check-in period for the shift. Motorpool Volunteers were used as Honored Guest drivers. It is vital that the volunteer department fulfills at least 85% of the drivers. Over 70% of the drivers who checked-in on a daily basis were military and not general volunteers. The military was a huge help, not only for motorpool

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functions but for all other operational areas. If there is no military support, the Transportation Motorpool function would have been non-functional. Below are graphs of both Shift Time and Daily Motorpool Volunteer numbers.

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People Mover Ridership AnalysisThe public transportation for Anchorage entitled People Mover, was the main source of transportation for family members, media, volunteers, and spectators. People Mover added 6 buses to their bus routes to hopefully reduce bus passenger congestion. However, the public transportation system of Anchorage was not ideal for providing adequate up to date service for travel to Competition Venues, as the buses would encounter numerous stops prior to arriving at the Competition Venue. Moreover, many of the Competition Venues reached capacity by mid morning and were required to turn many people away from attending thus back logging all public transportation ridership during the scheduled competition week. Below is a data table showing complete numbers, an explanation for ridership numbers and charts showing the differences.

Table 11.1Day of Week Date 2000 2001

Difference

Wednesday 2/28/01 12737 15322 2585Thursday 3/1/01 12261 12579 318

Friday 3/2/01 12752 14072 1320Saturday 3/3/01 6453 6156 -297Sunday 3/4/01 2365 2480 115Monday 3/5/01 12280 11999 -281Tuesday 3/6/01 12448 12148 -300

Wednesday 3/7/01 12244 12174 -70Thursday 3/8/01 12464 11880 -584

Friday 3/9/01 11939 11707 -232Saturday 3/10/01 5567 6194 627Sunday 3/11/01 2409 2549 140

Total 115919 119260 3341

Please advise that there are numerous confounding factors prohibiting accuracy and explanation of data, thus one should expect a +7% yield of data based on a non-factoring monitoring method used by People Mover. Ridership numbers account for all People Mover Bus Stops, and are not World Winter Games Bus Stop specific.

Refer to the Data Table Above.2/28/01- Significant increases in numbers can be attributed to an increase of buses on each route for the next 12 days, also a large number of volunteers are riding the system to their venue for set-up. Moreover, some international Delegations have arrived and are utilizing the system. A credential scanning technology system to monitor movement would be beneficial.

3/1/01- Many Delegations have arrived and are riding the People Mover system, thus resulting in a positive numbers of riders for the day.3/2/01- Over 97% of Delegations arrived to Anchorage, thus having a positive correlation on ridership numbers.

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3/3/01- The day before competition and Opening Ceremonies. Coaches have ordered their athletes to rest for early morning competition. The Iditarod closes all major downtown streets, cutting more than half of the bus stops for People Mover.3/4/01- First day of competition falls on a Sunday. People Mover operations run at 25% capacity on Sundays thus reducing the possible numbers of passengers to a minimal number.3/5-3/9/01- All Competition Venues are in full operation. Many venues were required to turn spectators and volunteers away because the facilities were over crowded. Therefore, having a negative correlation on the number of passengers to ride. This also backed up People Mover buses and their timed routes, with reports of buses coming in an hour late.3/10/01- 80% of Delegations are not in competition, thus resulting in a positive ridership number.3/11/01- 92% of Delegations are not in competition. Delegations are prohibited from attending the last open venue for spectating, capacity reasons. The positive correlation is not as high as expected due to the fact that it is a Sunday when People Mover runs at only 25% of their full operation. Closing Ceremonies and flight departures in the evening has furthermore decreased the Delegations traveling options. Weather has been mild all week.

The two graphs to follow present the total ridership numbers and their comparison between the year 2000 and 2001 for People Mover.

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Laidlaw Education Services Bus Analysis

DATE#

HOURS#

BUSES#

SHIFTS

# VILL-AGE BUS

# VILL-AGE BUS

# VENUE BUSES

# OTHER

# DRIV-ERS REMARKS

AM PM DAILY "OTHERS" MAR 3 252.82 39 1 33 0 2 4 39 Chilkoots

MAR 4 1306.25 154 3 34 36 42 76 188Opening Cermonies

MAR 5 995.33 113 2 34 34 42 110

MAR 6 1008.54 113 3 34 34 40 5 113Performing Art Center


MAR 8 1052.05 121 3 34 34 42 19 129BP Bldg & Dance


MAR 10 989.82 110 2 34 34 42 110

MAR 11 765.11 115 3 34 34 19 58 145Closing Ceremonies

MAR 12 2.75 1 1 1 1Breakfast shuttle

Total Hours 8507.6

Total Mileage for nine,(9) days- approximately 60,000. Mechanics

Week days normal coverage-day crew and night crew

Staff Support:

2 am dispatchers

Weekends= 1 mechanic each shift

2 pm dispatchers Field Safety

2 am Field Safety Officers

Managers 2 daily for the entire 9 days

2 pm Field Safety Officers

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Documents

2001 SPECIAL OLYMPICS WORLD WINTER GAMESmedia.specialolympics.org/soi/files/resources/World... · Web viewFunctional Goal. The purpose of the Transportation department is to provide