TRANSPORTATION After Action Report AFTER ACTION REPORT Table of Contents 1. Overview 2 2. Structure 15

TRANSPORTATION AFTER ACTION REPORT

Table of Contents

1. Overview ................................................................................................................. 2

2. Structure ............................................................................................................... 15

3. Scope & Description of Operations .................................................................... 18

4 Policies & Procedures .......................................................................................... 41

5 Timelines ............................................................................................................... 74

6 Budget.................................................................................................................... 74

7 Additional Items & Appendices.......................................................................... 75

7.1 Equipment & Venue Design ......................................................................... 75

7.1.1 Technology Phones, Radios, PC and Fax ...................................................... 75

7.2 Forms & Operational Documentation ............................................................ 76

7.3 Staffing ........................................................................................................... 77

7.3.1 Planning Phase - Recruitment & Rostering Processes ............................... 77

7.3.2 Operations Phase - Training....................................................................... 78

7.4 Communications............................................................................................. 78

7.4.1 Planning Phase ........................................................................................... 78

(a) Communications within the Operations Team............................................... 78

(b) Communications within GOC as a whole ............................................................ 79

7.4.2 Operations Phase ........................................................................................ 79

(a) Communications (within your FA, with other FAs and with MOC) ............. 79

7.5 FA Contingency Plans.................................................................................... 80

1. Overview 1.1. Functional Goal

The purpose of the Transportation function is to plan, manage and implement, in the safest and most cost effective manner, the necessary transportation services that will meet the needs of the 2003 Special Olympics World Summer Games. This objective will be achieved by using all resources, such as vehicles and human resources as effectively and efficiently as possible.

Accurate and timely communications with all other functional areas of the Games Organising Committee will be a key factor in the success of the Transport operations for the Games.

Ratings Very Poor Average Excellent Accuracy of Goals 1 2 3 4 5

Achievement of Goals 1 2 3 4 5 Comments (on overall operation during Games-time) It is without doubt that the Transportation Operation that was delivered during Games time was effective and achieved the goals that were well defined and agreed by the GOC during the planning process. The success of which could not have been achieved without the vast experience of transportation events of the key staff and the assistance of the national police force, An Garda Siochana.

The Transportation operation covered all constituent groups with greater degrees of responsibility and involvement for some groups. It is accurate and should be recognised that the Transportation function was an integral part of every façade of the Games, one of the busies functional area in this regard. From Airport operations to Host Town guidelines, 26 Accommodation venues, 22 Competition venues, Opening & Closing Ceremony venue, off-site entertainment, the Shopping & Entertainment venue, receptions, nine guest hotels, two media hotels and the media centre.

Through the use of recliner buses, motor pool and the use of a taxi company, it is fortunate that the Transportation operation went as well as it did, given the reliance of volunteer transportation resources at each venue and the limited time from receiving information to scoping and implementing the transport requirements. Recommendations

TRANSPORTATION IS ALWAYS, BUT ONLY AS EFFECTIVE AS THE BOUNDARIES THAT GUIDE ITS OPERATIONS.

Despite the breadth of the Transportation function for the National Games, Head of Delegation Seminar and the World Games, I believe that it is imperative that the advice of the Transportation Department is listened to and that GOC support is un-waivering. It is critical that competition & Delegation accommodation information which is fundamental for advance planning and requested human resources to be able to react with short notice to implement both the required service and changes when they arise are granted in good time.

Having been charged with the task, it is vital that strong and unwavering support from future GOCs should be given to their Transportation Department.

1.2. Summary of Activity

Several transportation systems will operate during the 2003 Games, which will comprise of various levels of service. While Transportation systems are unique for each group and are planned to satisfy the transportation needs of each, it is our objective to offer a consistent level of service across all venues.

2003 Games Delegations

Identified Funded Officials

Family Members of the 2003 Games Delegations

Spectators

Guests

Media

2003 Games Staff & Volunteers

2003 Games Delegations Athletes (Aa), Head Coaches (Ac), Coaches (Ac), Additional Staff (As), Heads of Delegations (Ah), Assistant Heads of Delegation (Ah), Unified Partners (Au) will be transported by dedicated charter vehicles to and from the twenty-three (23) accommodation locations to the twenty-two (22) competition venues and other Games activity locations. This service will involve the use a range of vehicles from 50-seater passenger recliner buses, 21-seater mini-buses and 16-seater mini-buses. Delegations may also use the Inter-Venue Shuttle to travel between competition venues on production of their official Games accreditation. Heads of Delegation (HOD) have access to the Games Motorpool from June 23 through to June 29 inclusive.

For the purpose of providing efficient ground transportation during games operations, accommodation locations were divided into five distinct areas correlating with their geographic location. The five major areas are: Red Area, Green Area, Yellow Area, Black Area and Blue Area. The following table captures all 03 Games Delegation Housing under the five areas.

RED AREA DELEGATION

ALLOCATED YELLOW

AREA DELEGATION ALLOCATED

BLUE AREA

DELEGATION ALLOCATED

Balseskin 345 Alexandra College

136 Clongowes College

285

Dublin City University (DCU)

499 Bewleys Hotel, Ballsbridge

226 Kings Hospital

375

Gormanston 257 Carysfort College

143 St. Josephs 111

Regency Hotel 125 UCD, Belfield 1367 Maynooth College

953

St. Pat s College 219 Wesley College 146

GREEN AREA DELEGATION ALLOCATED

BLACK AREA DELEGATION ALLOCATED

Jury s Custom House Hotel

311 Bewley s Hotel, NX

384

National College of Ireland

260 Citywest Hotel 1095

Trinity College Dublin

256 IBIS Hotel 110

University Hall 104 Quality Hotel 244

Accommodation Venues Alexandra College Kings Hospital Balseskin Maynooth College Belfield (University College Dublin) National College of Ireland (NCI) Bewleys Hotel, Ballsbridge Quality Hotel Bewleys Hotel, Newlands Cross Regency Hotel Carysfort College Stranmillis College Citywest Hotel St. Josephs School Clongowes Wood College St. Patricks College Dublin City University (DCU) Trinity College Dublin (TCD) Gormanston College Trinity, Dartry IBIS Hotel University Hall Jurys Inn, Custom House Quay Wesley College

Competition Venues ALSAA Leisureplex, Blanchardstown AUL Loughlinstown Leisure Centre Baldoyle Badminton Centre Morton Stadium Belfield (University College Dublin) National Aquatic Centre David Lloyd Riverview Club National Show Centre Dublin City University (DCU) Phoenix Park Elmgreen Golf Club Portmarnock Golf Links ESB Arena Royal Dublin Society (RDS) Glenville Pitch & Putt Club Royal St. George Yacht Club Kill Equestrian Centre Salmon Leap Canoe Club Kings Hall Sportslink

Through close liaison between the Participant Services and Transportation General Manager, it was attempted to house the highest percentage of the Delegations athletes as geographically close as possible to their competition venue. It was hoped to reduce the amount of time that the Delegations would spend in transit. This was achieved in so far as possible, given the amount of accommodation and competition venues.

The GOC contracted the recliner coach requirements equally between CIE (Coras Iompair Eireann), the national transport company and Emerald Executive, a recliner coach agent. Recliner coaches for use in Northern Ireland were contracted through Ulsterbus, based in Belfast. Additional smaller vehicles were contracted directly with a taxi company, National Radio Cabs. The majority of the drivers had an excellent knowledge of the routes, which were distributed eight/six weeks (approx) before the event.

Three (3) separate training sessions were held in association with the Traffic Department of An Garda Siochana (National Police Force) to explain learning disabilities, what they could expect from the Delegations, Opening Ceremonies (video), what both the Games and the police expected and needed from them and to let them know of the other bus systems that were in place for the Games. This was hugely important and successful.

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

Delegation transportation operated completely based on Competition and Event times.

All vehicle routes were pre-determined nine months in advance of the Games through the co-operation with the transport companies and the Traffic Department of An Garda Siochana. Additionally, on Friday, June 20th, a full compliment of vehicles was retained so that bus drivers would familiarise themselves with their routes, and venue entrances and exits.

All vehicles reported no later than thirty (30) minutes prior to their first pick-up.

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

Delegation vehicles were identified with large Official Vehicle visor signage on the front windscreens and with Official Vehicle- Please Give Way on the rear of the vehicle. The use of A3 size, laminated, area colour coded signs displayed in the front or side of the bus window, showing both the dedicated route number, venue or accommodation name abbreviation printed in bold and sport pictogram displayed were used to identify the destination for the delegations.

Delegation transportation could only be boarded at the Accommodation or at the Competition Venue.

Athletes and coaches were only permitted to use the motorpool under emergency circumstances

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

Wheelchair transport needs were similar to the requirements of the 1999 Games in North Carolina. However, this information was nearly impossible to secure as no functional area within the GOC took full ownership of the information. This information should have come from International Services who were responsible for inputting all Delegation information. However, the information was finally secured from the Medical and Accommodation functional areas.

Initial information indicated that twenty three wheelchair users required transportation. However, after 48hours, it transpired that eight of the users did not want to use special transportation. Information regarding the Head of Delegation (Palestine) who did require unlimited use of wheelchair transportation was never advised. Arrangements for the transportation took 48hours to put in place and regrettably caused considerable distress to the HOD and the Transportation Department.

Specific service in the form of wheelchair accessible taxis were used for the 03 Games. Wheelchair accessible taxis were secured as part of the transportation fleet for the full 9/10days of the Games. Their vehicles(7 seaters) used the recliner vehicle signage. Under Irish legislation, only one wheelchair is allowed to travel in addition to 4/5 ambulant passengers.

The Transportation Department suggests for the GOC take great care to delegate the collection of this vital information for future Games and takes a look at the expected number of Para-Transit needs. A contract to provide specific service to the individual in need of Para-Transit is required, as recliner coaches cannot accommodate their transportation needs. Specific service is more valuable and provides a higher level of service, however, it is wise to factor in travelling coaches, when assessing seat/space requirements.

On Monday, June 23rd, five Delegations (France, Georgia, South Africa, Suriname & Turkey) were moved from Gormanston College to Trinity Dartry. This move was executed with the minimum of difficulty from a Transportation viewpoint.

For the next World Games that is comparable in total delegation size and accommodation and competition venue number, the GOC should consider a bus count upwards of 280 buses on a daily basis, plus or minus 25 buses.

Identified Funded Officials Identified funded Officials will be transported to/from their competition venue through the use of motorpool vehicles. Officials may also use the Inter-Venue Shuttle to travel between competition venues on production of their official Games accreditation.

Officials were restricted from being allocated or allowed to drive motorpool cars. This was due to both insurance restrictions, and availability of parking at both the accommodation and competition venues as well as a shortage of vehicles for the motorpool.

The Games officials were provided with scheduled morning and evening motorpool cars with drivers based on the number of officials travelling from an accommodation venue to a competition Venue.

Officials were accommodated in six different accommodation venues (Jurys Christchurch Hotel, Jurys Hotel, Ballsbridge, Burlington Hotel, Mercer Court Hotel, Mercer Campus and the Plaza Hotel, Tallaght.

The final accommodation locations were confirmed too close to the Games (2 weeks). While it is accepted that the use of so many accommodation venues was partially due to hotel space that was unused and subject to full cancellation fees, the accommodation arrangements were done with little regard for the functional area that was essential to transport the Officials. Information regarding the subsequent arrangements was not communicated to the Officials, by the Sports & Competition Department which was not acceptable given the flexibility shown for the complicated arrangements made to meet the requirements. It is recommended that all officials are housed in one location for future Games.

Eventually, this method seemed to work well and once accurate information was received, the transportation department did not receive any complaints about this arrangement.

Family Members of the 2003 Games Delegations Public transportation has been identified as the easiest way for Families to travel during the Games. Families are encouraged to purchase the Games Integrated Bus & Rail ticket from the CIE Group, available on www.dublinbus.ie, beginning March 31. Additional purchasing options will be advised in April. The Games integrated Bus & Rail ticket is valid from Wednesday, June 18 through to Monday, June 30 (13days).

Short Hop Ticket Unlimited travel for 13 days on all Dublin Bus, DART and Suburban Rail between Balbriggan, Kilcoole, Maynooth, and Hazelhatch/Celbridge (to the limit of the zone)

Adult 55 = 4.23 per day Child 38 = 2.92 per day (includes Special Event services, Nitelink & Airlink excludes Ferry Service & Tours)

Long Hop Ticket Unlimited travel for 13 days on all Dublin Bus, Irish Rail and Bus Eireann services between Drogheda, Navan, Kildare & Wicklow (to the limit of the zone)

Adult 98 = 7.54 per day Child 68 = 5.23 per day (includes Special Event services, Nitelink & Airlink excludes Ferry Service & Tours) (Child is defined as being 12 years of age or under).

Families may also use the Inter-Venue Shuttle to travel between competition venues on production of their official Games accreditation.

It was anticipated that many family members would attend as it was the first time the event has been held outside of the USA. However, the figures for visiting family members was inflated at 28,000 family members and friends, and not based on previous attendance at World Games. The number of family members was crucial for capacity planning for the public transport agencies. The inflated number was only addressed when a demand from Board level was about to be placed to the public transport agency Chairman to provide chartered trains to four regional cities in

http://www.dublinbus.ie

Ireland to accommodate family members that would not potentially be accommodated in the greater Dublin area. As this would have major consequences for the delicate relationship with the public transportation companies and possible serious financial loss, the Transportation General Manager, secured the recorded family attendance for previous World Summer Games and applied an ambitious percentage increase. The figure amounted to 15,000 persons maximum and only after much voicing at Board level, was this number revised. It is crucial that future GOCs are realistic regarding anticipated attendance for all aspects of Games planning.

The Transportation Department spent a large amount of planning for urban transportation to the competition and event venues with the separate companies of Dublin Bus and Irish Rail, part of the public transportation company, CIE (Coras Iompair Eireann) as to how it could benefit the Family members of the Delegations as well as the spectators.The result of which was the integrated Bus & Rail ticket which represented a reduction of 80% on the existing retail prices.

Both the Transportation and Family Managers liaised closely to try and determine where the majority of family members would stay. In hindsight, this was a futile exercise.

Dublin Bus extended service to those competition venues and events that did not have existed transportation links at a minimal cost to those travelling.

Dublin Bus created excellent quality commemorative tickets and guide map (using images of Special Olympic Athletes from National Games) to assist family members & spectators navigate their services during the Games. Additionally, this information was readily available on their website. Because of the extensive range of products that the company already sold, it appears that family members did not purchase the commemorative ticket which extended for the duration of the Games, but the company did see a seasonal increase in the sale of their other products

Given the seasonal reduction of ridership for June on the public urban transportation system, buses and trains were not overcrowded with public rider ship not associated with Games spectators or family members.

The companies worked diligently to fulfil the requirements and stresses the World Games placed on their system and increased their number of buses on routes to Games venues.

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

The work that the public transport agencies carried out did not require financial support from the GOC. However, there was an expectation that free travel would be granted to the Games constituent groups by members of the GOC. This was an unrealistic expectation which was in some part generated by comparison of the Winter Games held in Alaska in 2001, where US Federal subsidies to the public transit agency is based on ridership and not revenue. Despite the 80% reduced Games ticket negotiated and constant explanation of the differences by the Transportation Department to the GOC, it was always felt that the GOC

believed that insufficient lengths had been taken to negotiate a higher reduction or even free travel.

In addition, the Transportation GOC budget allowed for a complete system (Inter-Venue Shuttle) to be set up to service the competition venues for Games constituent groups only, which operated in conjunction with the public opening dates of the competition venues, June 22nd to 29th

inclusive. This comprehensive system was created specifically for credentialed constituent groups, Delegations (athletes and coaches), Media, Family Members, Officials, Guests and Volunteers were allowed onto the system, on production of their Games accreditation. Five bus lines connecting the competition venues emanated from the bus transfer centre or hub was located in the central area of a carpark in the Phoenix Park. This system was highly successful, necessitating additional vehicles and capacity to be added on the second day of operation. The operation hours of the system ensured the system did not substitute public transportation, however, it is certain that this simple system alleviated stress on having to navigate the public transport system, as well as alleviating passenger peaks on the midday public transport system.

The Transportation Department spent an amount trying to solidify a preferred Car Rental Agency for the constituent groups in return for the use of vehicles(free of charge) during Games time for the GOC. It is important to highlight that while parking was advertised as NOT being available at all competition venues, constituent groups may have hired rental cars for further transportation needs. However, this task was handed to the Sponsorship Department to complete and no further action was taken. It is highly recommended that future GOCs take advantage of every opportunity to increase their vehicle resources for use during Games time.

Spectators Public transportation has been identified as the easiest way for Spectators to travel during the Games and Spectators are encouraged to purchase the Games Integrated Bus & Rail ticket from the CIE Group (price information as outlined above under Family Members of the 2003 Games Delegations).

Please refer to Family Members of the 2003 Delegations

Guests A group of pre-identified Guests will have access to the Games Motorpool service which is subject to the availability of vehicles. The fleet of vehicles which will provide point-to-point transportation will consist of mid-size saloons and seven (7) seater multi-purpose vehicles. As this service is based on demand, Guest s itineraries will determine the level of activity at venues. Guests may purchase the Games Integrated Bus & Rail ticket from the CIE Group (price information as outlined above under Family Members of the 2003 Games Delegations), and may also use the Inter-Venue Shuttle to travel between competition venues on production of their official Games accreditation.

Please refer to Family Members of the 2003 Delegations for details of the Games Integrated ticket and the Inter-Venue Shuttle Service.

Based on the maximum hotel occupancy of two (2) persons per room, there was approximately 450/500 foreign Guests that attended the World Games that required transportation. A number of the additional Guests were local and were expected not to use the motorpool system.

Given the limited amount of cars for the motorpool (120) and their combined capacity(3 to 7 seat vehicles), it was communicated in January 2003 not all credentialed Guests/Sponsors/GOC could be permitted to use the Motorpool system, without the system collapsing under the strain. Therefore, excluding the top 40 guests who were allocated a dedicated vehicle and driver for the duration of their stay, the remaining vehicles services 650 credentialed users with motorpool access.

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

Guests were accommodated in thirty different hotels across the city. Guest charter movements to Ceremonies and Receptions were scheduled for Bus Eireann to perform (a company of CIE, Coras Iompair Eireann).

At no stage prior to the Games could the Guest Department provide a summary of the number of persons per hotel were attending any Guest function. This resulted in the Transportation General Manager having to cover all eventualities by allocating the maximum possible number of seats relating to the number of rooms being held at each hotel on each night. This undoubtedly wasted transportation resources and budget.

The movement of Guests did not incur the services of Transportation volunteers or staff.

A reduced Motorpool service operated on June 21st to discourage Guests from calling a motorpool vehicle rather than use the chartered recliner coaches to Ceremonies. This was continually challenged by SOHq despite the firm reasons that supported this, which were the lack of available roadspace, set down and pick up areas available at the Ceremonies location, Croke Park.

All scheduled ground transportation movements were posted in the designated Guest Hotel as well as identified with the Guest Operations desk by the Guest Department.

Media Media members will be provided with limited ground transportation during the Games. The Games Transportation Department recommends that all Media members utilise the public transportation system and Media may also purchase the discounted Volunteer Games Integrated Bus & Rail ticket (price information as outlined below under 2003 Games Staff & Volunteers). Media can also use the Inter-Venue Shuttle to travel between competition venues on production of their official Games accreditation. For a more mobile access to Games venues, it is recommended that Media members secure rental vehicles for the duration of the Games.

Media were offered a number of transportation options to meet their needs. Parking availability at the majority of competition venues and at the MPC was extremely limited. However, Media were allocated an equal division of the space available. The highest currency of the Games became the Vehicle Access Permit Pass, which included a number of security features such as holographic images and were serialised. Only vehicles with permits were allowed access and received front door clearance to all venues excluding Ceremonies. The number of permits were controlled by the Motorpool Manager and distributed directly by the Media Manager to the Media.

Again Media were expected to use the local public transportation system, as well as the Inter-Venue Shuttle service. Please refer to Family Members of the 2003 Delegations for details of the Games Integrated ticket and the Inter-Venue Shuttle Service.

The Transportation Department spent an amount trying to solidify a preferred Car Rental Agency for the constituent groups in return for the use of vehicles(free of charge) during Games time for the GOC. It is important to highlight that while parking was advertised as NOT being available at all competition venues, the Media would have had access to vehicle permits for competition venues and may have hired rental cars for further transportation needs. However, this task was handed to the Sponsorship Department to complete and no further action was taken. It is highly recommended that future GOC s take advantage of every opportunity to increase their vehicle resources for use during Games time.

The total and mix of domestic and international media remained undefinable prior to & during the Games from a transportation viewpoint.

On June 11th, final requirements for Media transportation were supplied.This seems to have been due to press conference times for Ceremonies at Croke Park. Eventhough a deadline for final requirements was put in place, it is recommended that future GOCs adhere to their deadline for final requirements of at least 8 weeks prior to the Games.

Information regarding the ownership of the Media Reception on June 27th

seems to lie with the Guest Department with little information known by the Media Department.

Two Media hotels were used with occupancy for a maximum of 120 persons (3x 50 seater recliner buses).

Eventhough the MPC was open from June 16th, transportation services did not start until June 20th.

A shuttle service operated from the hotels to the MPC as follows;-

June 20th June 21st June 22nd

0900hrs - Htls to MPC 1015hrs - Htls to MPC, & onto Croke Pk for press conf. 1400hrs - Croke Pk to MPC 1400hrs - Htls to MPC 1500hrs - MPC to htls 1700hrs - MPC to htls 1915hrs - MPC to htls

0900hrs - Htls to MPC 1115hrs - Htls to MPC for press conf. 1530hrs - MPC tp Croke Pk 1630hrs - MPC to Croke Pk 2245hrs - Croke Pk to Htls 2300hrs - Croke Pk to Htls 2315hrs - Croke Pk to Htls 2400hrs - Croke Pk to Htls

0900hrs - Htls to MPC & onto Inter Venue Shuttle hub 1100hrs - Htls to MPC 1400hrs - Htls to MPC 1840hrs - Inter Venue Shuttle hub to MPC 1915hrs - MPC to Htls 2000hrs - MPC to Htls 2140hrs - MPC to Htls

June 23rd to 28th incl. June 29th

0730hrs - Htls to MPC & onto Inter Venue Shuttle hub 0900hrs - Htls to MPC 1100hrs - Htls to MPC 1400hrs - Htls to MPC 1840hrs - Inter Venue Shuttle hub to MPC 1915hrs - MPC to Htls 2000hrs - MPC to Htls 2200hrs - MPC to Htls 2330hrs - MPC to Htls

0900hrs - Htls to MPC & onto Inter Venue Shuttle hub 1100hrs - Htls to MPC 1210hrs Inter Venue Shuttle hub to MPC 1245hrs MPC to htls 1400hrs - Htls to MPC 1700hrs - MPC tp Croke Pk 1800hrs - MPC to Croke Pk 2200hrs - Croke Pk to Htls 2245hrs - Croke Pk to Htls

2003 Games Staff & Volunteers To reach their assigned work site, Staff and Volunteers are strongly encouraged to make use of public transportation system. Volunteers are encouraged to purchase the discounted Games Volunteer Integrated Bus & Rail ticket. The Volunteer Games Integrated Bus & Rail ticket is valid from Wednesday, June 18 through to Monday, June 30 (13days). Further details regarding the inclusion of any additional services and purchasing details will be advised in April.

Volunteers may also use the Inter-Venue Shuttle to travel between competition venues, on production of their official Games accreditation.


Adult 38 = 2.92 per day (includes Nitelink & Airlink excludes Ferry Service & Tours)



The Transportation Department spent a large amount of planning for public transportation to the competition and event venues with the separate companies of Dublin Bus and Irish Rail, part of the public transportation company, CIE (Coras Iompair Eireann) as to how it could benefit the volunteers. It was communicated throughout the GOC from September 2002 that public transportation could not operate early than its scheduled services. Therefore, constant and strong recommendations were made to the Volunteer Department to assign volunteers to the venue closest to their home in order to reduce the requirement for public transport, to reduce the amount of traffic on the road in addition to the limited parking that was available at venues for volunteer parking. This policy of assignment did not happen in many cases, as the majority of volunteers were assigned to their first preference. It was only after months of training, when rosters had been received by the volunteers that they realised that they would be challenged in getting to or from their venues, which resulted in wrongful criticism of the public transport agencies. Some volunteers unwilling to use public transport, were happy to claim that they had to drive their cars and be allocated parking at the venue because they could not make their shift due to public transport not operating early enough. While it is accepted that the Volunteer Department focused on securing the overall personnel numbers it would take to run the games, it is recommended for future GOCs to be cognisant of where the volunteer lives and the venue assigned.

Dublin Bus extended service to those competition venues and events that did not have existed transportation links at a minimal cost to those travelling.

There was an expectation that free travel would be granted to the Games volunteers by members of the GOC. This was an unrealistic expectation which was in some part generated by comparison of the Winter Games held in Alaska in 2001, where US Federal subsidies to the public transit agency is based on ridership and not revenue and the 2000 Summer Olympics held in Sydney. Despite constant explanation of the differences by the Transportation Department to the GOC, it was perceived that insufficient lengths had been taken by the General Manager for Transportation to negotiate a higher reduction or indeed free travel.

Ratings Very Poor Average Excellent Implementation of operations 1 2 3 4 5

Integration within Venues 1 2 3 4 5

Overall Venue FA team performances 1 2 3 4 5

Overall FA team performance 1 2 3 4 5 Comments (on overall operation of your FA during Games-time) It is essential that a sufficient number of full time key staff are recruited and allocated for Games time transportation. Due to financial constraints, there was an over reliance on Volunteers being able to lead large transportation teams at venues. To counteract this critical aspect of operation, a representative from the recliner bus companies was allocated for each accommodation and the large competition

venues in contract negotiations. However, this exposed the competition venues as the high operational risk areas, as all three contracted suppliers would operate to competition venues. This area of weakness was offset by the involvement of the Games Safety & Risk Manager, the statutory organisations and bus suppliers from the planning stage of the Games, which was invaluable to the success of the transportation operation. Fourteen months previous to the World Games, the National Police Service (An Garda Siochana) assisted with traffic management and route planning. The combination of the expert advice from an Garda Siochana and the Games Safety and Risk Manager ensured that all risks were addressed on all aspects of road safety which was recognised when evaluating drop and load zones.

The accountability of which functional area was responsible for road traffic management once past the venue perimeter gates was re-addressed too close to live operations of the Games. The movement of athletes and ensuring that routes for emergency vehicles was kept clear inside a GOC controlled venue was the responsibility of Public Safety. While this issue had been discussed and decided twelve months prior, with the expert advice from an Garda Siochana and the Games Safety and Risk Manager, the assistant Director for Operations with responsibility for Transportation & Event Services disagreed. The final solution involved Event Services recruited volunteers which remained a part of their venue team, and were trained by the Transportation Department.

1.3. Dates of Operation

Operational Preparation Phase June 1st June 14th

Initial Operational Phase June 15th June 19th

Core Operational Phase June 20th June 30th

Concluding Operational Phase July 1st July 3rd

Shutdown Operational Phase July 4th 31st

Expected Dates of Operation Dates outlined in the operating plan were accurate. Actual Dates of Operation Dates outlined in the operating plan were accurate.

2. Structure 2.1. GOC Structure

Mary O Shea General Manager

Jo McDaid Director of Operations

R. Kitching Assistant Director of Operations

Michael Aguilar Project Manager

An Garda Síochána Special Olympics Office

Joe Collins Transportation

Information Manager

Vincent Callaghan

Games Bus Systems Manager

John Fryer Motorpool Manager

Transportation Suppliers (CIE Group, Emerald Executive Ltd.,

NRC)

Venue Transportation Team

Ratings Very Poor Average Excellent FA Structure & Organisation 1 2 3 4 5

Division of Responsibility within FA 1 2 3 4 5

FA Placement in Overall GOC Structure 1 2 3 4 5 Comments The Transportation HQ was located at the MOC. As only the second functional area to be placed at the MOC (due to space restrictions), this indicates the importance of the Transportation function within the Games. The General Manager was required to be present at all HOD meetings during the Games and at evening Directors debrief meetings.

Given the widely acknowledged importance by SO HQ and the GOC of the Transportation function for the World Games, I believe that the position within the organisation and support from the GOC in addition to the resources allocated and the lack of fundamental information needed for planning for the Transportation function contradicted this acknowledged importance.

The change in reporting structure that took place in late October 2002, should not have been but was disruptive. With inadequate resources, a considerable amount of time was spent on the continuous education the assistant Director of Operations of basic transportation knowledge which led to frustration and discouragement of the Transportation management team.

The General Manager for Transportation was appointed 19.5 months and a Project Manager was appointed 7.5 months prior to the operational preparation phase of the Games. A Motorpool Manager was appointed 5.5 months prior to the operational phase. Two additional members of the team were appointed 4 months prior to the Games on a part time basis, as Transportation Information Manager and Bus Systems Manager but on a capped amount of days as per their contract.

While the General Manager had created and developed all budgets, project plan, venue operating plans, ceremonies transportation plans and demand for Games vehicles, together both the General, Project & Motorpool Managers developed and finalised all the necessary materials, manuals and the deployment of all Transportation personnel during the Games during the planning phase.

During the Operations phase, these five individuals implemented the finalised plans. Recommendations A strategic level of planning for Transportation Management roles must be completed in advance, including the tasks they wish the staff to perform, so that conflict of responsibilities between management within the department can be avoided (i.e. both persons cannot be individually responsible for budget control for the area).

No functional area would operate without volunteers. Each functional area should

have a dedicated volunteer manager to undertake this task, as it is the most time consuming of all the responsibilities of a functional area manager.

Key transportation roles at large accommodation & competition venues must be paid positions for future Games to implement the years of detailed planning. This can result in a reduced reliance on volunteer resources and commitment.

Administrative resources are required for running the transportation functional area HQ at Games time. It is also crucial for the volunteers, that despite substantial training that they will still require, that they would be managed efficiently. This is vital so that the management team can concentrate on the overall event, attend when requested both early morning and late evening scheduled meetings, resolve issues that will arise, and focus on the service received from paid suppliers.

2.2. Venue Structure

Ratings Very Poor Average Excellent Venue Structure & Organisation 1 2 3 4 5

FA Placement in Overall Venue Structure 1 2 3 4 5

Venue Manager

Venue Transportation Team Leader

Bus Driver

Public Safety Manager

Venue Operations Manager

Venue Transportation Co-ordinator

Venue Transportation Information Personnel

Motorpool Driver

TransportationNavigator

Venue Manager

Venue Transportation Team Leader

Bus Driver

Public Safety Manager

Venue Operations Manager

Venue Transportation Co-ordinator

Venue Transportation Information Personnel

Motorpool Driver

TransportationNavigator

3. Scope & Description of Operations 3.1. Scope

Transportation will be provided through the management of six (6) key methods to implement, operate and successfully deliver the Transportation programme.

Shuttle Service

Charter Service

Motorpool Service

Existing Scheduled City Transportation Services (Dublin Bus and Irish Rail)

Traffic Management

Human Resources & Training

The success of these key methods will be achieved through;

Planning The production of a clearly defined operating plan.

System Rehearsal The evaluation of the flexibility and adaptability of the operating plans, by, in so far as is possible, implementing the plans during the 2002 National Games.

Communication The establishment of clear and effective communications with all Games functional areas and external regulatory bodies will be a key responsibility of the Transport Department so that it may support all areas and ensure the successful running of the 2003 Special Olympics World Summer Games.

Information The use of a highly publicised media campaign advising the existing travelling population of expected delays or diversions during the Games.

3.1.1 Functions Provided

Several transportation systems will operate during the 2003 Games, which will satisfy the transportation needs of each group. Primarily transportation will employ four (4) methods to operate these systems.

1) Shuttle Service This method of transportation will use recliner buses and double decker buses.

2) Charter Service The majority of the 2003 World Summer Games transportation will be implemented through the use of chartered service. Charter service involves the use of vehicles that transport, in one trip, a group from a point of origin to a destination. This service will use recliner buses to accommodate all medium to large volume, point-to-point transportation needs of delegations and individuals participating in the 2003 World Games. These vehicles will re-assemble at the destination and remain until the group is prepared to depart.

2003 Delegation vehicles will travel between accommodation and competition venues on routes that have been determined through the traffic management liaison process with the statutory agencies and will be advised in April 2003.

3) Motorpool Service The purpose of this service is to provide small volume, point-to-point transportation to a group of identified individuals and small groups. A fleet of 200 vehicles approximately will involve mid-size saloons and multi purpose vehicles (MPV s).

4) Existing Scheduled City Transportation Services (Dublin Bus, Irish Rail and Bus Eireann) The city of Dublin has an extensive and frequent public transportation system and has identified as the most efficient means by which families, spectators and volunteers should utilise to and from 2003 World Games venues and functions. These groups are encouraged to Support the Games by using Public Transportation .

The Games Integrated Bus & Rail ticket from the CIE Group, will be available to purchase online at www.dublinbus.ie, beginning March 31. Further purchasing details will be advised as they become available.

Detailed public transportation schedules are available from the CIE Group through their relevant offices, by internet www.cie.ie or www.irishrail.ie, www.dublinbus.ie and www.buseireann.ie., or by telephoning the relevant company s information bureau, Irish Rail at 01-8366222, Dublin Bus at 01-8734222 or Bus Eireann at 01-8366111.

(a) Planning Phase

Initial Scope Summary It is without doubt that the scope of the Transportation brief was one of the largest and most critical function of the Games. While this statement fully acknowledges and respects the scope of all other Games functional areas, it is made against the backdrop of the number of following elements which no other department was involved with to as great a degree.

1) the number of the number of constituent groups depending on the transportation department,

2) the number of accommodation and competition venues, 3) the need to connect all of the competition venues to the Special Olympics

town, 4) the need for off-site entertainment for five accommodation venues on five

nights (in addition to Ceremonies & Events), 5) the complexity of the Ceremonies and Event evenings, 6) the negotiation with the public transport companies for reduced cost

transportation for families & volunteers 7) the liaison with the public transport companies to ensure sufficient capacity,

as well as bespoke transportation for the families on two nights (Point & Leopardstown),

8) the considerable last minute additional requests (transport arrangements for the Caribbean Night x 600, Ireland Funds set down/pick up & parking request etc, etc),

9) the volume of equipment that was secured to ensure the success of each of the individual transportation systems


http://www.cie.ie

http://www.buseireann.ie.

10) the accountability that the Transportation Management team were subject to

and accepted from the national police force (An Garda Siochana), 11) the recruitment, training and mobilisation of the second largest amount of

volunteer teams in the Games

Ratings Very Poor Average Excellent Interaction with relevant groups/FAs 1 2 3 4 5 in planning

Availability of Information 1 2 3 4 5

Suitability of functions within your FA 1 2 3 4 5 Changes to Scope & Impact on Planning The fundamental scope of work for the Transportation brief did not change or increase dramatically. However, the element that changed the impact of the scope was that of TIME!

Changes in accommodation assignments up to June 14th and during the Games meant that the management team could not instruct the suppliers with absolute accuracy on the locations or vehicle number or capacity, while reductions or increases in Delegation numbers were marginal and had little effect on planning, if any.

The unavailability for any number for athlete & coach participant numbers for the split locations for three sports, Basketball, Volleyball, Golf from the Sports Department until mid way through the Games was unacceptable, and wasted valuable transportation resources on having vehicles on standby to operate to all locations.

3.1.2 Constituent Groups Provided

2003 Games Delegations

Identified Funded Officials

Family Members of the 2003 Games Delegations, who have purchased a transportation ticket

Spectators, who have purchased a transportation ticket

Guests

Media

2003 Games Staff & Volunteers

2003 Games Delegations Athletes (Aa), Head Coaches (Ac), Coaches (Ac), Additional Staff (As), Heads of Delegations (Ah), Assistant Heads of Delegation (Ah) and Unified Partners (Au)

It is anticipated that delegations will arrive by one of two ways;

Surface Transportation

Air Transportation

It was anticipated that some of the European Delegations would travel over-land. Eastern Europeans are used to travelling long distances overland and have excellent vehicles adapted for same. Poland travelled overland by bus.

For Delegations arriving to the Dublin area by surface transportation, will need to advise the GOC International Services department as soon as possible and not later than January 31st, 2003 for instructions on how to get to the Delegation Welcome Centre (DWC) from the point of entry into Ireland.

Delegation Airport Arrivals: Delegations arriving by chartered or scheduled airlines, will be;

Met by their Delegation Assistant Liaison and many other volunteers to assist same through the Airport Terminal

The delegation will either proceed directly, or through the airport terminal to board marked transportation to the Delegation Welcome Centre (DWC)

Whether an international delegation participating in the Host Town Programme or travelling directly to Games accommodation, baggage will be loaded directly onto their assigned vehicle

Upon exiting the Delegation Welcome Centre (DWC) the delegation will board their transportation, which will proceed directly to its destination.

Terminal Transfer Shuttle: This system will operate at Dublin International Airport only and will transport delegations from Dublin International Airport (DAP) to the Delegation Welcome Centre (DWC). The frequency of this shuttle will be determined by the arrival patterns of delegations. This system will operate from June 15th to, and including June 20th, 2003.

The bus shuttles altered their operation on the heavy days of arrivals.

On June 14th & 17th, the shuttles operated from the public bus park to the DWC, located at the Great Southern Hotel (located 5 mins from the terminal buildings,

in the airport complex). These vehicles were escorted by both Airport Police and An Garda Siochana.

On June 15th & 16th, the shuttles operated from Pier A & C (airside) to the

DWC. While airside, all vehicles were under escort by the airport authority.

Insurance issues regarding vehicles travelling airside was complicated, as the

bus drivers had no airside driving credentials, an insurance indemnities had to be raised considerably by the bus operator.

The Delegation Welcome Centres (DWC) at Belfast and Shannon International Airports are located within walking distance of the arrival terminals.

Delegation Airport Departures: Transportation will be provided from all 2003 World Games accommodation beginning June 30th. Delegations will be transported via a dedicated charter bus service, utilising recliner buses, to ensure that all athletes and coaches will arrive safely and on time to their airport. This service will originate at each accommodation venue.

Bus schedules for departures will be developed by delivering delegations to their airport, three (3) hours in advance of the confirmed airline departure time.

Service dates were based on Delegation flight schedules. All buses were scheduled based on Arrival and Departure schedules. It is important that the next GOC Transportation Department are prepared for many last minute amendments.

Arrivals (14/6/2003-19/6/2003)

Departures (29/6/2003-4/7/2003

Internal Terminal Operations, Meet & Greet and baggage handling were performed by International Services.

Midi city buses were used to transport delegations to the Dublin DWC (Delegation Welcome Centre) due to the large transport capacity of the bus (33 passenger, but more importantly, the low floor suspension of the vehicles and automatic wheelchair ramp. There is no luggage capacity on these vehicles, however, this was not an issue as luggage was taken from the airport directly to a luggage sorting centre (located five minutes from the Airport terminal building) and loaded directly onto the Host Town vehicles off-site.

June 14th June 15th June 16th June 17th June 18th & 19th 0700-2200hrs -1 midi 1000-2200hrs- 1 midi

0700-2230hrs -1 midi 0730-2230hrs- 1 midi 0800-22.30 3 midis

0500-2200hrs -1 midi 0645-2200hrs- 1 midi 0715-22.00 4 midis

0700-16.00 2 midis

Used Games recliner coaches

The aim of the shuttle system was to maintain a continuous flow of passengers. It is important to note that it was not the aim to mass move the delegations to the DWC as soon as they arrived because of capacity restrictions at the DWC in addition to the avoiding any backlogs of processing the Delegations.

Direct communication from the bus dispatcher on site aids in the call-up of buses for movement.

Buses were staged either curbside at the dedicated Airport terminal Airport or at the DWC for inbound operations.

Recliner buses were used for departures from June 29th to July 4th, this was important as luggage capacity was crucial. The use of additional luggage trucks was required for the US Delegation.

The Transportation Department worked closely with the Dublin Airport Authority regarding the departure procedures which were that Delegations were to arrive at Dublin Airport two (2) hours before their scheduled departure be not before 05.00hrs, except on the heaviest day of departure (30th June) where all Delegations were required to arrive at the airport three (3) hours before their scheduled departure. As the curbside space available could only cope with 4 recliner coach vehicles at a time, vehicles proceeded once again to the remote luggage sorting centre used for arrivals and staged until sufficient space was available for drop-off. This system was controlled by the Airport Authorities.

Host Town: Delegations participating in the Host Town programme are due to arrive on Monday, June 16th. Departures will correspond with the arrival time of the delegations and the amount of time required to process delegations through the Delegation Welcome Centre (DWC). On Friday, June 20th, 2003, Host Town s will transport all delegations from the Host Towns to the 2003 Games accommodation venues. Although the GOC has no direct responsibility for providing transportation for Delegations to, at or from Host Towns, it will play an advisory role regarding the levels of service to be provided.

Risk Management for the Games required that the Host Town vehicles owners indemnified the 2003 Special Olympics World Summer Games.

Transportation gave four presentations to Host Towns Transportation representatives to ensure that all committees were aware of the procedures to be followed at the arrival airports as well as insurance issues.

Host Town Committees were advised at these presentations that it was their responsibility to arrange transport for the HOD to Dublin Castle on June 19th for the advance HOD Seminar. This happened quite successfully.

In order to provide seamless airport collection and Games accommodation drop-off operations, the registration, vehicle type, driver name & mobile were requested as soon as possible, in order that the Transportation Co-ordinators at the vehicle holding area had as much information in advance of the busiest days. It was and should be expected that 60% of this information was not available until two weeks in advance.

Many Host Towns requested police escorts to escort their vehicles through city traffic. This request was denied and Host Towns were advised to allow sufficient time for transfers.

Despite emphasising the need for the Delegations to return on time for meetings and check-in times being allocated by the Accommodation Departments, many Host Towns did not transfer the Delegations by this time. It is important to stress that the delays were not caused by city traffic. Over 50% of the Games sports Head Coaches Meetings took place at the

competition venues from 16.00 to 18.00hrs and all DALs were due to visit and run through Opening Ceremony arrangements at Croke Park from 18.00-20.00hrs. The critical affect this had on Games Transportation was that numerous calls were received from Delegation Services volunteers in most aggressive manners, making accusations that Games transport has not showed and demanding immediate transportation arrangements to be made. As Games Transportation had operated to schedule for those Delegations who arrived at their scheduled time, additional requests could not and were not accommodated.

Sports: Given the dispersed locations of both the accommodation and competition venues, a dedicated transportation plan system has been developed, utilising recliner buses, to ensure that all athletes and coaches will arrive safely and on time to their competition venues. This service will originate at each accommodation venue.

Recliner buses for Delegations transportation was handled equally by Bus Eireann (part of CIE), and Emerald Executive Coach Hire and to a lesser extent for smaller delegation transfers by National Radio Cabs (NRC).

It is important to state from the outset that Delegation Transportation to Sports was paramount for the Transportation Team. The maximum amount of resources from all of the divisional traffic departments of An Garda Siochana (national police force), in the form of uniformed officers at junctions giving way to Games Transportation, fifty two (52) police motorbikes, as well as the use of giving priority at traffic lights from the City Council traffic control centre were also concentrated on both the ease and speed of morning, afternoon and evening transfers for Delegations.

Delegation transportation to Competition venues was completely based on Competition times.

The differences in start and finish times for each sport had a positive effect on Transportation as it eased the potential congestion for buses at the accommodation and competition venues. However, this also had the negative effect, in so far as Delegation Transportation Timetables were different for each day and resulted in the Delegation Transportation Timetable being 175 A4 pages.

With respect to the falling numbers and therefore the Sports Departments need to amend the competition schedule, the finalised schedule was distributed far too late from an operational Transportation viewpoint as this required the Delegation Transportation Timetables to be printed at the very last minute.

In the run up to the Games, constant misinformation regarding competition start, finish and days of competition from GOC Venue Contacts contradicted the finalised competition schedule and GOC Sports Managers and vice versa.

During the Games, constant misinformation regarding competition start, finish and days of competition from officials and technical officials contradicted the finalised competition schedule. (e.g. Powerlifting official informed Powerlifting Coaches & Athletes that if they were not in the venue for weigh-in at 08.00hrs sharp (although scheduled for 08.30hrs), they would be disqualified. This resulted in Coaches & HODs demanding

revised transportation schedule from Delegation Services, who then demanded revised Transportation from Transportation HQ. No authorisation of knowledge of any competition schedule amendments were made by the Sports Department. This issue was raised on three separate occasions at the morning HOD meeting by HODs with Transportation, however, this was not a Transportation issue, but rather a Sports issue. This issue arose across a number of Sports throughout the Games (Golf at Portmarnock, Powerlifting, Cycling, Football at AUL, Basketball) and caused much needless anguish to a busy team who had to sort it out and meant for constantly engaged phone lines for the Transportation teams in the venues. It also appeared to HODs that GOC Departments were not communicating which was absolutely untrue, as the entire issues were caused by Sports officials not communicating back to the Sports HQ.

Vehicles were in position at accommodation venues 30 minutes in advance of departure times.

For full day competition (08.30-17.30hrs), vehicles made two transfers from accommodation locations, the first to arrive between 08.00 and 08.30hrs and the second to arrive between 12.00 and 12.30hrs and two trips from competition to accommodation venues, departing at 14.00hrs and 18.00hrs. On days of shorter competition, only one service was offered to and from the accommodation venues.

As the Games were athlete focused, it was important that the transport was as comprehensive and as flexible for Delegations as far as possible. The ability for the Transportation Department to operate two return journeys per day was dependant on the travelling distance between the competition and accommodation venue.

With the greatest respect to the GOC s commitment for its inclusiveness of the entire Island of Ireland, and the pressure to secure competition venues, the decision for Roller-Skating to be held in Belfast put immense additional operational pressure on the Transportation Department. Three recliner buses transferred 17 Delegations (121 persons approx) from 11 different Games accommodation locations on the morning of Tuesday, 24th June and operated two return transfers per day until Saturday, 28th

June, when after the 17.30hrs to the Games accommodation for eveing dinner, the Delegations were transferred back to their Games accommodation in Dublin. It is recommended that the next GOC keep all competition and accommodation venues as centrally located as possible.

Regardless of whether a sport had a day off, the same number of buses were secured and shadowed vehicles to either the Special Olympics Town & Healthy Athlete (located in the RDS), or some of the larger competition venues and solved any capacity issues that arose as a result of Delegations supporting their team or availing of athlete entertainment or services at the RDS.

Heads of Delegation: From Monday, 23rd June, the motorpool will provide transportation services to Heads of Delegation and Delegation Assistant Liaison (only when accompanying a Head of Delegation). Requests may be made in person via Delegation Services staff or by telephone and fax directly to the Transportation Services Centre. Motorpool service will be coordinated and dispatched through the Transportation Service Centre.

This was the first World Games where HODs were officially allowed access the the Motor pool system, which is a tribute to the athlete orientation of the GOC. It is without doubt that the HODs required this service.

The reason for the restriction of use from Monday, 23rd June was based on limited vehicle resources, and historic Guest attendance at the Games, which shows a pattern of attendance at the Opening Ceremony and departure within 24 hours.

However, if a request was received from a HOD and the motorpool was able to accommodate the request was fulfilled. As sports were only active on Saturday, 21st June from 09.30-13.00hrs and Sunday, 22nd June from 10.00-19.00hrs, this applied mainly to Sunday, 22nd June. I remain unaware of any request that was not accommodated immediately.

Official Functions: Charter service will be provided to the delegations attending various official functions.

The main official function, other than Ceremonies, for Delegations was the Families & Athletes Shopping & Entertainment Night at Blanchardstown Shopping Centre on 24th June.

In addition, there was nightly off-site nightly (20.00-22.00hrs) entertainment on 23rd, 25th, 26th 27th and 28th June for five accommodation venues ( Bewleys Hotel (NX), Ibis Hotel, Quality Hotel, Bewleys Hotel (Ballsbridge) and Jurys Custom House Hotel) that did not have available space for Delegation entertainment.

Opening Ceremony: Delegations will be transported to the Opening Ceremony in Croke Park, on Saturday, June 21st, 2003 to a pre-arranged schedule from their accommodation venues. Vehicles will arrive at the specific staging area beside the stadium one (1) hour prior to the Ceremony. Specific details regarding delegation departure times and names will be advised closer to the Games.

Closing Ceremony: Similar to Opening Ceremony, a charter service will be provided to the delegations for this event, which will be held in Croke Park, on Sunday, June 29th, 2003. Specific details regarding accommodation departure times will be advised closer to the Games.

It is important to state that other than the Delegation transportation to Sports, Delegation transportation to Ceremonies was the second most important operation for the Transportation Team.

Ceremony charters for Delegations during Opening and Closing ceremonies was handled by Bus Eireann (part of CIE) and Emerald Executive Coach Hire and to a lesser extent for smaller delegations by National Radio Cabs (NRC).

The approximate number of Delegation members attending the Opening Ceremonies was 7,951.

Transfer times from the accommodation venues to the Croke Park ranged from 10 minutes to 1hour and 25 minutes.

Closing Ceremony Delegation Departure Time (sorted by departure order)

Transit Time to Croke Park Departure Time from Housing Regency Hotel 0:20 16:40 UniversityHall 0:20 16:40 Natioal College of Ireland 0:40 16:40 Dublin City University 0:15 16:45 Alexandra College 0:35 16:45 Bewleys Hotel, Ballsbridge 0:35 16:45 St. Patricks College 0:10 16:50 Balseskin 0:25 16:55 Jurys Custom House Inn 0:25 17:00 TCD 0:40 17:00 UCD, Belfied(1 of 2) 0:40 17:15 Bewleys Hotel, NX 0:45 17:15 Ibis Hotel 0:45 17:15 UCD, Belfield (2of 2) 0:40 17:20 Carysfort College 0:40 17:30 TCD, Dartry 0:50 17:30 St. Josephs 0:50 17:30 Wesley College 0:50 17:30 Citywest Hotel 0:55 17:45 Maynooth College (North Campus) 1:10 17:50 Clongowes College 1:25 17:55 Kings Hospital 0:55 18:05 Quality Hotel 0:55 18:05 Maynooth College(South Campus) 1:10 18:10

For Opening Ceremony, Dublin Bus (sister company to Bus Eireann and part of CIE), were able to substitute 117 double-deck (70 person capacity) vehicles for their recliner coach (48/53 person capacity) commitment. This had an immensely positive impact on the arrivals, as unloading space was limited and the double-deck vehicles have 2 double width doors, and are lower to the ground than recliner coaches. The most evident effect of the large capacity vehicles was on departure, when again the double doors and the low suspension allowed for the most efficient and timely departure of the Delegations.

Opening Ceremony transport was scheduled to bring each delegation in alphabetical order from accommodation location based on a designated arrival time at the Ceremonies stadium. Where possible the maximum use of vehicle capacity (68%) was used (i.e. if Belgium and Denmark were located at the same property space was available on the vehicle, both Delegations travelled together.) However, due to capacity restrictions of

both the feeding and parade marquees, and the length of time that Delegations would be required to wait before joining the parade the Transportation Department worked closely with the Ceremonies Department to ensure that Delegations did not spend more than 60 minutes before parading into the stadium. In the case of the Delegations that parading into the stadium last, the waiting period was reduced considerably and in some cases ranged from 20 to 10 minutes.

Closing Ceremony transport was scheduled to bring each accommodation location based on a designated arrival time at the Ceremonies stadium. The maximum use of vehicle capacity was used, however, as all volunteers were invite to the Closing Ceremony, many volunteers from the accommodation travelled on Games Transportation. As the Transportation Department maximised vehicle use, this could have potentially generated capacity issues, but did not. As there was no parade involved for Closing Ceremonies, marquees were not required, and as Delegations disembarked their vehicles they entered the 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 boarding time and a departure time from the accommodation locations to make transport time to the most efficient operation.

The return transportation for Delegations after both Ceremonies was by accommodation location. Because of the close geographical proximity of some of the accommodation locations, accommodation destinations were consolidated for the outbound movement. This also contributed to the efficient bus boarding time.

Red Region Green Region Yellow Region Black Region Blue Region Red Route 1- Gormanston College (x257)

Red Route 2

Balseskin (x345)

Red Route 3

DublinCityUniversity (x499) Regency Htl (x125) St. Pat s (219)

Green Route Jurys Inn (x311) NCI (x260) TCD (x256) University Hall (x104)

Yellow Route 1- Bewleys Htl(x226) UCD (x 1367) Wesley College (x146)

Yellow Route 2

Carysfort (x 143) Alexandra (x136)

Black Route Bewleys Htl, NX (x 384) Citywest Htl (x 1095) Ibis Htl (x 110) Quality Htl (x 244)

Blue Route 1

Clongowes (x 285)

Blue Route 2

Maynooth (x 953)

Blue Route 3

Kings Hospital (x 375) St. Josephs (x 111)

The show time for Opening Ceremonies was from 19.00hrs to 22.15hrs. The egress was estimated to take 2 hours, with the first bus departures scheduled for 22.30hrs and the final bus departures scheduled for 00.30hrs. The Parade Team was to announce and control the speedy exit of Delegations by accommodation venue. The show did not finish until 22.35hrs and the first Delegation was not received from either of the two exits by the Transportation teams until 23.15hrs. Despite several large time gaps between Delegations arriving at the departure points, the entire departure operation was completed by 01.00hrs, 15 minutes less than the estimated time.

Both HODs and the coaches were instructed to travel as athletes and coaches where possible. Where space allowed on the vehicle, as many Delegations as possible travelled. This system worked well and without doubt added to the efficiency of the timely departures.

Where the maximum use of the vehicle capacity could not always be used for the inbound operation for Opening Ceremonies only, vehicles used between 90%-100% capacity on departure.

The most evident effect of the large capacity vehicles was on departure, when again the double doors and the low suspension allowed for the most efficient and timely departure of the Delegations.

The Transportation Department suggests the GOC look at minimising auto traffic into the ceremony facility and requiring ticket holders to be transported via public transport or a park and ride system. Public Transport links to the 03 Ceremonies venue were excellent and a parking area for 2,000 public vehicles was located in close proximity, and well advertised and signposted in advance.

Inter-Venue Shuttle: A network of bus lines will connect with each other in the central location of the Phoenix Park, linking the twenty one (21) competition venues. All credentialed persons will be allowed access, (with priority given to athletes and coaches) during the duration of the Games.

The Inter-Venue Shuttle will operate from Sunday, 22 June 2003 through Sunday, 29 June 2003 and will provide regular service between all Sports Venues, through the use of a Hub-&-Spoke System, centred at the Papal Cross Car Park in Phoenix Park. The following 5 lines will emanate from that site, and will serve all 21 Sport Venues. The frequency of the Inter-Venue Shuttle is listed underneath each line, and service schedules will be available in May 2003.

Red Route (R)

Dublin City University (DCU), Morton Stadium, Sportslink, ALSAA, National Show Centre, AUL, Baldoyle Badminton Centre, Portmarnock Golf Club

Depart the Papal Cross Car Park at the top of the hour and at 30 minutes past the hour. Service frequency is every 30 minutes.

Yellow Route (Y)

Royal Dublin Society, David Lloyd Tennis Club, Belfield (UCD), Loughlinstown Leisure Centre, Royal St. George Yacht Club

Depart the Papal Cross Car Park at 10 minutes past the hour and at 40 minutes past the hour. Service frequency is every 30 minutes.

Black Route 1 (K1) Salmon Leap, ESB Arena, Glenville Pitch & Putt Club

Depart the Papal Cross Car Park at 20 minutes past the hour. Service frequency is every 60 minutes.

Black Route 2(K2) Kill Equestrian Centre


Blue Route (B)

Elm Green Golf Club, National Aquatics Centre,

Leisureplex, Blanchardstown

Depart the Papal Cross Car Park at 50 minutes past the hour Service

frequency is every 60 minutes.

Only Games constituents that were credentialed were entitled to use this service. Members of the public who had purchased a Games Integrated Bus & Rail pass were not entitled to use this service.

Information regarding this service was only advertised to the entitled users.

Midi city buses (33 passenger) and high capacity double-deck (70 passenger) city buses were used for this system.

The management of this system was built into the vehicle price, and an inspector was on duty for the duration of the service.

Routes were agreed with the traffic department of An Garda Siochana (National Police force).

The system utilised existing city bus stops at competition venues which the city bus company marked as Games bus stops.

This system did not stop at every city bus stop in between official pick up stops, however the drivers obliged passengers that wanted to get off between official drop off point.

The concentration of vehicles was used on both the Red & Yellow routes as these routes covered the venues that had the largest amount of athletes & coaches and anticipated interest.

The entire system was allocated 21 midi buses & 1 double deck bus, which was increased to 23 midi buses and 2 double deck vehicles after the first day of operation.

The operating times of this system were carefully chosen, so that the system would not become a substitute for public transport, which would have over capacitated the system. Therefore, the first service on each line left the central location of the Phoenix Park at the same time that the competition venues opened and the last service operated from the competition venues one hour after competition was scheduled to finish.

The city bus company wrapped the back of the bus with an photographic image of one of the athletes as well as branding the sides of the vehicles with the slogan TranSPORTing the Heroes at no cost to the GOC. The city bus company also arranged for a bus shelter to be erected for the duration of the service.

As the central location did not have services, 2 port-o-loos were requested by Transportation from the Logistics Department well in advance of the Games. These toilets were essential for Games users and it is unforgiveable that the port-o-loos only arrived on Day 4 after the city bus company threatened to shut down the service. This situation was so serious that it was elevated as a serious threat to operations in the MOC. The problem was that they were delivered to the Cyling venue located in the same park in error.

This system maintained its schedule and was extremely successful.

The system was so successful, that by Day 4 of the Games, passengers were arriving by taxi directly to the central location to use the service to their chosen venue.

Identified Funded Officials Motorpool: A fleet of motorpool vehicles will provide transportation services to Identified Funded Officials to facilitate arrival and departure from their accommodation to their assigned competition venues.

Please refer to above, 1.Overview/1.2 Summary of Activity/Identified Funded Officials.

Ceremonies and Official Functions: Identified Funded Officials will be transported via dedicated vehicles. Each vehicle will make the trip from the applicable accommodation to the stadium/venue. These vehicles will return to this area for the return trip the respective accommodations after the event s conclusion.

Apart from the Ceremonies, the only addition official function was the Officials Reception on Friday, 27th June at the O Reilly Hall in UCD, Belfield.

Ceremonies vehicles operated to Mountjoy Square, just a short walk from the entrance to Croke Park. After the show, vehicles departed from where they set-down.

Airport Arrival and Departure: Identified Funded Officials will be transported from/to Dublin Airport from/to their flights via motorpool vehicles. This will be determined by the arrival/departure patterns and numbers of persons travelling at any one time.

This service was successfully operated by the Games Motorpool.

Inter-Venue Shuttle: Identified Funded Officials are welcome to use this service which through a network of bus lines will connect with each other in the central location of the Phoenix Park, linking the twenty one (21) competition venues.

Please refer to above, 3.Scope & Description of Operations/3.1.2 Constituent Groups Provided For/2003 Games Delegations/ Inter-Venue Shuttle.

Guests Motorpool: A fleet of motorpool vehicles will provide transportation services to a number of identified Guests. These Guests are to be identified by SO HQ and the GOC Guest Department. Requests may be made in person via Guest Hospitality staff who will liaise with the Transportation Information Personnel (TIP) if at a competition venue or by telephone and fax directly to the Transportation Services Centre. Motorpool service will be coordinated and dispatched through the Motorpool Transportation Service Centre.

Please refer to above, 1.Overview/1.2 Summary of Activity/Guests.

Ceremonies and Official Functions: Guests will be transported via a dedicated charter bus service. Each vehicle will make the trip from the applicable hotel to the stadium. These vehicles will return to this area for the return trip the respective hotels after the event s conclusion.

Apart from the Ceremonies, the only additional function was the State Reception on June 25th at Dublin Castle.

Ceremonies vehicles for guests operated two trips from all Guest hotels, the early afternoon departure for those Guests attending the Founders Reception on 21st June and the Japan 2005 Reception on 29th June at Croke Park, while the second and final departure from all Guest hotels departed early evening to arrive at Croke Park for the Ceremonies.

In both cases, vehicles operated to Mountjoy Square, just a short walk from the entrance to Croke Park. After the show, vehicles departed from where they set-down.

Airport Arrival and Departure: Qualifying individuals may be transported from/to Dublin Airport from/to their flights via motorpool vehicles. This will be determined by the arrival/departure patterns and numbers of persons travelling at any one time.

This service was successfully operated by the Games Motorpool.

Inter-Venue Shuttle: Guests are welcome to use this service which through a network of bus lines will connect with each other in the central location of the Phoenix Park, linking the twenty one (21) competition venues.


Media

Media Shuttle: A shuttle bus will provide service between the Main Press Centre and the media hotels. This dedicated shuttle system will operate from Friday, June 20th through to, and including Sunday, June 29th, 2003.

Please refer to above, 1.Overview/1.2 Summary of Activity/Media.

Ceremonies and Official Functions: Media will be transported via a dedicated charter bus service. Each vehicle will make the trip from the applicable hotel to the stadium. These vehicles will return to this area for the return trip the respective hotels after the event s conclusion.

Apart from the Ceremonies, the only addition official function was the Media Night on Friday, 27th June at the Guinness Storehouse.

Ceremonies vehicles operated to Mountjoy Square, just a short walk from the entrance to Croke Park. After the show, vehicles departed from where they set-down.

Inter-Venue Shuttle: Media are welcome to use this service which through a network of bus lines will connect with each other in the central location of the Phoenix Park, linking the twenty one (21) competition venues.


Family members of the 2003 World Games Delegations

The city of Dublin has an extensive and frequent public transportation system and it has been identified existing city public transportation as the most efficient means by which families may travel to and from 2003 World Games venues and functions.

Families will be encouraged to buy a transportation ticket that will be valid for the duration of the Games, either before or upon their arrival into the country

Online purchase of the Games Integrated Bus & Rail ticket was available from the end of April 2003, and tickets were to be collected by Families on arrival into Dublin at either the CIE Desk at Dublin Airport or could be picked up from the CIE Desk at the Family Centre in the RDS.

The Transportation Department will continue to work closely with Dublin Bus to supplement the existing network of services, to fill shortfalls in service to the few venues that are not fully serviced by public transport. The cost of this transportation ticket will include the dedicated shuttle services to all official Games functions, such as Opening Ceremony on June 20th, Family & Athlete Evening on June 24th, Parents Reception on June 25th and Closing Ceremonies on June 29th.

Please refer to above, 1.Overview/1.2 Summary of Activity/Family Members of the 2003 World Games Delegations.

It was decided to abandon dedicated shuttle services to and from Ceremonies as that stadium was located .9 mile (1.5kms) from the centre of the city.

Instead the city transportation authorities put additional vehicles increasing the capacity the city services which pass-by Croke Park and the buses to all suburbs after the show ended.

For the Families & Athletes Shopping Night at the Blanchardstown Shopping Centre on 24th June, Dublin Bus operated dedicated express return transfers from a centrally located area in the city centre. Passengers either showed their bus pass or paid a nominal fee on board. Estimated figures of 15,000 persons was reduced to 7,000 two weeks in advance of the Games to allow for vehicle and driver rostering reductions. As the transit time was about 30 minutes was service was available from 16.00hrs. Many families used many of the existing city services to travel to the centre and many of the 40 double-deck vehicles were diverted from the Games dedicated express service to the regular service route to the centre.

For the Families Racenight at Leopardstown Racecourse on 25th June, Dublin Bus operated dedicated return transfers from the same centrally located area in the city centre. Passengers either showed their bus pass or paid a nominal fee on board. The figure of 5,000 persons was maintained. As the transit time was about 40 minutes, service was available from 17.00hrs. As there is no existing service to the racecourse, all of the 35 double-deck vehicles were utilised.

For the Parents Reception at the Point Depot on 26th June, Dublin Bus operated dedicated return transfers from the same centrally located area in the city centre. Passengers either showed their bus pass or paid a nominal fee on board. The figure of 4,000 persons was maintained. As the transit time was about 8-10 minutes, service was available from 18.00hrs. As there is no existing service to the Point Depot, all of the 30 double-deck vehicles were utilised.

For Opening Ceremony, in addition to the regular commuter rail services which operated until 23.30hrs, the Nitelink bus services operated on 21st June to the greater Dublin suburbs every twenty (20) minutes from 00.30hrs until 04.30hrs.

For Closing Ceremonies, in addition to the regular commuter rail services which operated until 23.30hrs, a one hour extension of the normal Sunday service was provided, with the last outbound city bus service operating at 00.30hrs from the city centre on 29th June to the greater Dublin suburbs. In addition, an additional special commuter rail service operated to Castleknock, Clonsilla, Leixlip and Maynooth, departing the rail station beside Croke Park at 23.33hrs.

2003 Games Staff & Volunteers To reach their assigned work site, Staff and Volunteers are strongly encouraged to make use of public transportation system. Volunteers are encouraged to purchase the discounted Games Volunteer Integrated Bus & Rail ticket. The Volunteer Games Integrated Bus & Rail ticket is valid from Wednesday, June 18 through to Monday, June 30 (13days). Further details regarding the inclusion of any additional services and purchasing details will be advised in April.

Volunteers may also use the Inter-Venue Shuttle to travel between competition venues, on production of their official Games accreditation.





Please refer to above, 1.Overview/1.2 Summary of Activity/2003 Games Staff & Volunteers and the last two (2) points of the last paragraph above under 3. Scope & Description of Operations/3.1.2 Constituent Groups Provided For/ Family Members of the 2003 World Games Delegations.

(b) Operations Phase

Ratings Very Poor Average Excellent Accuracy of Planned Scope 1 2 3 4 5

Flexibility in dealing with changes 1 2 3 4 5

(if any)

Communication of changes 1 2 3 4 5 (if any) Gamestime Additions to Scope (if any) & Impact on Operations

Conflicting information regarding competition schedules between Technical Delegates, Officials and the Sports Department.

Lack of communicating regarding officials motorpool arrangements.

Lack of co-operation from Host Towns.

The last minute additional request on June 18th to source, plan and operate transport arrangements for the Caribbean Delegations (x600) from ten (10) accommodation venues for a Caribbean Night by the Games Chairman s office on June 25th.

The request from the Ireland Funds (Games Sponsor) and pressure from the CEO s office for a Garda escort from the hotel for four (4) vehicles in addition to set down, pick up & parking request outside the entrance door to the Ceremonies venue, Croke Park as the Delegations and Spectators arrived and departed weakened many months of preparation, hard work and professional relationships with the Gardai responsible for safety around the stadium.

Despite having negotiated with the recliner bus suppliers on the basis that no bus driver would be fed by the GOC and stating the same policy at the Drivers training sessions (x3), that if any driver was offered breakfast, lunch or dinner that this was a bonus, driver food became an issue on Wednesday, 25th June when it was agreed to give bus drivers lunches at the competition venues. Some bus drivers confronted volunteer Catering Managers at venues demanding to be fed. One Manager from Bus Eireann met with both the Venue & Catering Manager of one accommodation venue and instructed the volunteers to feed the bus drivers. Despite monies subsequently being recouped from the bus suppliers to compensate for the additional lunches, it does not in any way make up for the anguish and distress that was caused to the Venue Teams/Catering or Transportation Department and the GOC. It is recommended that future GOCs are vigilant with regard to feeding paid suppliers.

3.1.3 Types of Venues & Venue Operations

Transportation will provide an agreed varying level of service across the following venues.

22 Competition Venue locations

23 Accommodation locations

3 International Airports

Special Event locations

Ceremonies location

(a) Venue Operations Sport & Competition Venues

Ratings - Planning Phase Very Poor Average Excellent Organisation of VIO 1 2 3 4 5

Information provided by VIO 1 2 3 4 5

Overall Integration/Interaction with VIO 1 2 3 4 5 Comments Planning Phase

Competition Venues held competition between 21/6/03 through 29/6/03.

Various Competition Venues closed before June 29th, 2003

For large venue transportation management, it is key to have experienced event transportation controllers who are paid for the week prior to and during the Games.

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

It is key to keep in mind, the further away an access control point is to the Delegation drop/load zone and Guest parking entrance/exit the more efficient the flow rate of vehicles will be into the facility.

Sufficient curbside to allow for Delegation drop/load zones and also with enough space for Handicap/Guest drop/load zones, was always an issue as space in all competition venues was limited.

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

For Ceremonies at Croke Park, the access/control points at Croke Park worked well with the combination of the Gardai (police) directing traffic and buses into Clonliffe Road (closed to public traffic) and then into Clonliffe College, where the access/control points of both of the specially constructed roads were controlled by both the Transportation General & Project Managers, and unloading and directing of Delegations was managed by Transportation volunteers.

Ratings Ops Phase Very Poor Average Excellent Organisation of Venue Teams 1 2 3 4 5

Integration of FA within Venue Teams 1 2 3 4 5

Overall performance of Venue Teams 1 2 3 4 5 Comments Ops Phase It is essential that a small but sufficient number of full time key staff are recruited and allocated for Games time transportation. Due to financial constraints, there was an over reliance on Volunteers being able to lead large transportation teams at venues. This also exposed a weakness, where inexperienced volunteers felt they could override the instructions that the drivers were given by the supplier, which were ultimately given by the Transportation Department. Eventhough, drivers had been warned not to deviate from instructions, this did cause minor issues on occasion.

To counteract this critical aspect of operation, a representative from the recliner bus companies was allocated for each accommodation and the large competition venues in contract negotiations. However, this exposed the competition venues as the high operational risk areas, as all three contracted suppliers would operate to competition venues.

As time allowed training of volunteers became a brief task. It was expected that all Transportation Volunteers would consult their Operations Manager or Transportation HQ to resolve any pending issues with their position.

All Transportation personnel are suggested to wear traffic warning vests during all hours on the job, for easy identification by the Delegations as well as the local traffic police.

(b) Venue Operations Accommodation Venues

Ratings - Planning Phase Very Poor Average Excellent Organisation of Housing 1 2 3 4 5

Information provided by Housing 1 2 3 4 5

Integration/Interaction with Housing 1 2 3 4 5 Comments Planning Phase A representative from the recliner bus companies was allocated for each accommodation venue and this eliminated any weakness for the inexperienced Transportation volunteers.

Despite detailed planning of each venue operating plan, the Housing teams did not read or believe that they should have been fully aware of the information it contained. Ratings Ops Phase Very Poor Average Excellent Organisation of Venue Teams 1 2 3 4 5

Integration of FA within Venue Teams 1 2 3 4 5

Overall performance of Venue Teams 1 2 3 4 5 Comments Ops Phase Some venues were stronger than others. This is understandable given the large amount of venue teams.

All Transportation personnel are suggested to wear traffic warning vests during all hours on the job, for easy identification by the Delegations as well as the local traffic police.

3.2 Description of Operations

Transportation venue positions will be staffed each of the days that Games locations are active.

The Transportation Team will be made up of the following 5 positions:

Venue Transport Coordinators will orchestrate the 5 Games Transport Tasks Ingress Routes, Load Zones, Staging Areas, Egress Routes and Levels of Service at each Venue. In addition, they will administer Charter and Shuttle Bus Systems at and from the venue. The Transportation Coordinator will liaise with the Venue Operations Manager and Event Services Manager.

Venue Loader/Dispatchers will help athletes board the correct bus to reach their desired destination. They will also manage the loading zones and bus staging areas.

Transport Information Personnel will provide Games participants with clear and accurate information about the Games Transport Network, as well as other transport options around the Venue and in Dublin.

Navigators will ensure that the fleet of coach buses that bring the athletes to and from competition follow the correct route. Navigators join the bus drivers to start their shift at the accommodation venues.

Motor Pool Drivers will operate the Toyota-provided Motor Pool of cars and people carriers (for insurance reasons, all drivers must be between 30 and 74, hold a full clean driving license and have a private insurance policy with one of the top five Irish insurance companies). Motor Pool Drivers will operate out of a central Games Motor Pool location. All Transportation Team volunteers will receive instruction on the following areas; the Transportation mission, the location of Transportation facilities, volunteer operational procedures (e.g., daily check-in/check-out, reporting responsibilities, dispute resolution, radio protocols, etc.), Volunteer services (e.g., breaks etc.), and Transportation job Descriptions, Duties and Responsibilities.

Most transportation positions are skill specific, therefore, most training will occur in the first few days of operation. However, some training (e.g., role-playing, troubleshooting scenarios, job demonstrations) will occur at each training session.

Example: Dublin City Univeristy (DCU) Typical

Accommodation Shift

Coordinator (VTC)

Loader/Dispatcher

Transport

Information Personnel (TIP)

0600-1300hrs 1 10 1 1200-1900hrs 1 5 1 1800-0100hrs 1 5 1

Total 2 15 2

Minimum Operating Level

1 5 1

Typical Competition

Shift

Coordinator (VTC)

Loader/Dispatcher Transport Information

Personnel (TIP) 0700-1400hrs 1 2 1 1200-1900hrs 1 5 1

Total 2 7 2

Minimum Operating Level

1 2 1

Members of the Event Services team will restrict access to the GOC-controlled access and parking area of competition venues to those vehicles displaying a valid GOC Parking and Access Pass. The Event Services team will also direct and control all vehicular traffic in the venue once past the venue s perimeter gates.

All GOC vehicles will prominently display a parking pass permitting access to and parking in official parking areas. The 2003 World Games Parking & Access Pass Program will produce Passes which will incorporate three (3) critical features:

Visibility, i.e., passes will be large (11 x 5 for cars, vans, and pickup trucks; 10 x 12 for buses), brightly coloured and will display the 2003 World Games logo. This will allow Traffic Directors and Gardaí to easily identify official vehicles, while not interfering with visibility.

Security, i.e., passes will incorporate anti-counterfeiting features and will limit most Motor Pool vehicles to the Sports Venues. While a limited number of system-wide passes will be issued to select Motor Pool vehicles, all recliner

coach buses will be granted system-wide access.

Functionality, i.e., passes will symbolically indicate the access level of the vehicle and will have area-wide maps printed on the reverse. This will make street sorting of official 2003 World Games vehicles easier for Event Services personnel and provide a backup system for Drivers who need help reaching their destination.

Please see the Vehicle Access Permit & Pass System document for further information.

An Garda Síochána will provide traffic management assistance (where possible) at a local level on the public roads outside the venue.

Ratings Very Poor Average Excellent Games-wide Organisation of FA 1 2 3 4 5

Overall Integration/Interaction within FA 1 2 3 4 5

Venue based organisation of FA 1 2 3 4 5

Overall Integration/Interaction with Venues 1 2 3 4 5

Interaction with other Functional Areas 1 2 3 4 5

Overall performance of FA team 1 2 3 4 5 Comments Transportation appears to be an un-glamorous, therefore it is difficult to attract volunteers to the area.

While training and information was kept as simple as possible, and role playing and scenarios were used in training, it is very difficult to re-create the initial feeling of twenty (20) buses arriving curbside to unload, followed by another ten (10). Most training happened within the first two days of Games.

It was impossible to monitor or support each of the venue teams as their was insufficient key management members of the Transportation Department to cover in excess of forty-five (45) venues. However, while some venue teams operated as a cohesive unit from the first day, and it took a little more time, it seems that by the end of the Games, overall interaction and integration within the venue teams was complete and the overall performance of the Transportation teams across the venues cannot be faulted.

4 Policies & Procedures 4.1 Policy & Procedure Review

1.

Motorpool Driver Luggage Lifting

2.

Smoking in Games Motor Pool Vehicle

3.

Games Motor Pool Vehicle Security

4.

Games Motor Pool Vehicle Road Lights

5.

Games Vehicle Seat Belt Use 6.

Games Motor Pool Driving Speeds 7.

Games Motor Pool Driving Fines 8.

Games Motor Pool Vehicular Accident 9.

Games Motor Pool Vehicular Breakdown 10.

Games Media Transportation 11.

Parking in Venues 12.

Use of Privately Owned Vehicles (POV s) 13.

Games Inter-Venue Shuttle System 14.

Games Volunteer Integrated Bus & Rail Ticket 15.

Dealing with Unathorised, Un-permitted or Illegally Parked Vehicles 16.

Motorpool Driving Zone 17.

Who Can Operate Games Motor Pool Vehicles

2003 SOWSG POLICY Lead Functional Area TRANSPORTATION Policy Number TRN.001 Policy Title Motorpool Driver - Luggage Lifting Other FA s involved in the procedure

Special Events/International Services

Author and last date modified

M.O Shea 8/10/2002 Draft 2

Signed off by

Policy Statement Games Motor Pool drivers are not expected to handle luggage. If drivers do handle luggage, they do so at their own risk.

Additional explanation or information (optional)

Manual handling training will be offered to all Games Motor Pool drivers, during pre-Games training. This will be administered by a qualified/certified manual handling trainer.

There are often a separate team of luggage handlers at Airports and at many hotels who will assist with luggage handling.

Passengers lift and/or carry their own suitcases in and out of the Games Motor Pool vehicle.

2003 SOWSG POLICY Lead Functional Area TRANSPORTATION Policy Number TRN.002 Policy Title Smoking in Games Motor Pool Vehicle Other FA s involved in the procedure

Special Events/



Signed off by

Policy Statement Drivers and passengers are not permitted to smoke while in any SOWSG vehicle.


DESCRIPTION: STANDARD PROCEDURE(S) Group dealt with: What the steps are: Who does them: Delegations/Guests If a passenger wishes to smoke in the vehicle,

politely inform them of the smoking policy. Drivers

Delegations/Guests If the passenger still proceeds to smoke, stop the vehicle. Politely inform them that it is because they have continued to smoke and that you are calling your Dispatch Supervisor immediately for further instructions.

Drivers

Delegations/Guests An incident report to be filed. Driver Driver If a driver wishes to smoke in a Motorpool

vehicle (whether empty or not), politely inform them of the smoking policy. There must be no-smoking in Toyota vehicles at all times.

Transportation Team/GOC

Driver If a driver wishes to smoke in the bus. He may only do so if he is off-duty there are no passengers on-board and he is not waiting for passengers to board.

Transportation Navigator

Driver An incident report to be filed. Transportation Co-ordinator

DESCRIPTION: CONTINGENCY PROCEDURE(S)

Scenario: Group: What the steps are: Who does them:

2003 SOWSG POLICY Lead Functional Area TRANSPORTATION Policy Number TRN.003 Policy Title Games Motor Pool Vehicle Security Policy Other FA s involved in the procedure

Public Safety & Security/Special Events/International Services



Signed off by

Policy Statement Drivers are responsible to ensure the security of 2003 World Games vehicles and their contents when left unattended.


DESCRIPTION: STANDARD PROCEDURE(S) Group dealt with: What the steps are: Who does them: Delegations/Guests Vehicles must be legally parked with the engine

off, parking brake applied, ignition keys removed, windows closed and doors locked.

Driver



2003 SOWSG POLICY Lead Functional Area TRANSPORTATION Policy Number TRN.004 Policy Title Games Motor Pool Vehicle Road Lights Other FA s involved in the procedure

Public Safety & Security



Signed off by

Policy Statement All drivers are asked to use dipped headlights during daylight hours (Daytime Running Lights, known as DRLs).


DRLs increase the visibility of motor vehicles and motor cycles to all road users and can lead to a significant reduction both in multiple vehicle daytime accidents and in accidents involving pedestrians and cyclists.

DESCRIPTION: STANDARD PROCEDURE(S) Group dealt with: What the steps are: Who does them:



2003 SOWSG POLICY Lead Functional Area TRANSPORTATION Policy Number TRN.005 Policy Title Games Motor Pool Vehicle Seat Belt Use Other FA s involved in the procedure

Special Events



Signed off by

Policy Statement Under Irish law, seat belts must be worn at all times (where fitted) by all vehicle occupants when travelling in any 2003 World Games vehicle.


DESCRIPTION: STANDARD PROCEDURE(S) Group dealt with: What the steps are: Who does them: Delegations/Guests If a passenger does not wear their seat belt,

politely inform them of the seat belt policy. Drivers

Delegations/Guests If the passenger refuses to wear their seat belt, you are not permitted to move the vehicle. Politely inform them that it is because they have refused to wear their seat belt and that you are calling your Dispatch Supervisor immediately for further instructions.

Drivers

Delegations/Guests An incident report to be filed. Driver



2003 SOWSG POLICY Lead Functional Area TRANSPORTATION Policy Number TRN.006 Policy Title Games Motor Pool Driving Speeds Policy Other FA s involved in the procedure

Special Events/



Signed off by

Policy Statement Vehicles must be operated in a responsible manner in accordance with the laws and regulations of the land.


DESCRIPTION: STANDARD PROCEDURE(S) Group dealt with: What the steps are: Who does them: Delegations/Guests Speed limits must not be exceeded at any time,

with the exception of having a Garda escort. Drivers

Delegations/Guests Reduce speed to an appropriate level in hazardous driving conditions, whether the conditions are due to weather, road construction, heavy traffic or any other reason

Drivers

Delegations/Guests Overtaking can be dangerous and should be done legally and carefully. Ask first, Is it necessary? Check ahead, check mirrors, signal intentions, overtake safely, and return to the proper lane. Remember, signalling to overtake does not give permission to overtake. It must to safe to overtake for it to be proper to do so.

Drivers


Scenario: Group: What the steps are: Who does them: Drivers Operate your vehicle to prevent accidents

despite adverse conditions and the incorrect action of others. Identify adverse conditions and adjust your driving;

Visibility glare, dusk, poor headlights. Remember to adjust your headlights according to the traffic; reduce speed.

Weather Rain, Hail. Turn on your wipers and your headlights. Prevent hydroplaning by reducing speed.

Traffic Congested rush hour, Fast or

2003 SOWSG POLICY Lead Functional Area TRANSPORTATION Policy Number TRN.007 Policy Title Games Motor Pool Driving Fines Other FA s involved in the procedure

Special Events



Signed off by

Policy Statement All traffic violations and fines received during the operational period of the 2003 World Games must be reported to a Transportation Co-ordinator and/or supervisor at the first possible opportunity. You are personally liable for any traffic tickets or parking fines incurred during your shift. Any traffic tickets or fines sent to 2003 SOWSG will be forwarded to the appropriate driver.


DESCRIPTION: STANDARD PROCEDURE(S) Group dealt with: What the steps are: Who does them: Delegations/Guests If you are convicted of any moving traffic

violation or determined to have been at fault in a traffic accident (issued a traffic violation in connection with the accident), or if your licence is suspended or driving privileges restricted, you may be subject to immediate action.

Drivers

Delegations/Guests For Transport Managers and dispatchers, this includes verbal warning, release, or other disciplinary action. For other key Transportation staff, this includes release or reassignment or another 2003 World Games position for which you may be qualified.

Drivers



2003 SOWSG POLICY Lead Functional Area TRANSPORTATION Policy Number TRN.008 Policy Title Games Motor Pool Vehicular Accident Other FA s involved in the procedure

Special Events/Safety & Security



Signed off by

Policy Statement All accidents must be reported immediately. Whenever a vehicle comes in contact with another object or whenever there is an injury, it must be reported, no matter how minor the incident may appear.


DESCRIPTION: STANDARD PROCEDURE(S) Group dealt with: What the steps are: Who does them: Delegations/Guests Put the gear in neutral, set the brakes and shut

off the ignition. Driver

Delegations/Guests Assess the accident scene. If there is danger of fire, evacuate the passengers to safety.

Driver

Delegations/Guests Remain calm and reassure your passenger that help is on the way.

Driver

Delegations/Guests Radio-equipped vehicles should immediately radio dispatch for further instructions.

Driver

Delegations/Guests Activate hazard lights to prevent further injury or damage (only if none of the lights are not damaged, as this could start a fire).

Driver

Delegations/Guests Move the vehicle away from the flow of traffic if it can be cleared.

Driver

Delegations/Guests Regardless of damage, call the Gardai. This insures proper information collection. ( if there is no offence disclosed in a material damage accident there is no obligation on the Gdai to investigate)

Driver

Delegations/Guests Do not discuss the accident with anyone except a Garda, a 2003 World Games Supervisor, or a representative of our insurance carrier. You are only required to give your name, address, drivers licence number, vehicle registration number and the name and address of the owner of the vehicle to others involved in the accident, Do not speculate as to how the accident may

Driver

2003 SOWSG POLICY Lead Functional Area TRANSPORTATION Policy Number TRN.009 Policy Title Games Motor Pool Vehicular Breakdown Other FA s involved in the procedure




Signed off by

Policy Statement


DESCRIPTION: STANDARD PROCEDURE(S) Group dealt with: What the steps are: Who does them: Delegations/Guests If a breakdown occurs, pull completely off the

road, turn of the ignition and set the parking brake.

Driver

Delegations/Guests Turn on the emergency flashers. Driver Delegations/Guests Do not attempt to repair your vehicle. Driver Delegations/Guests Assess the scene. If there is danger of fire,

evacuate the passengers to safety. Driver

Delegations/Guests If your vehicle is radio equipped, call your dispatcher. If not, locate the nearest telephone or emergency call box and call in. When reporting a breakdown by radio or telephone, the following information should be given to the dispatcher.

Driver

Delegations/Guests Route number and vehicle number. Driver Delegations/Guests Location, using streets and/or landmarks. Driver Delegations/Guests Number of people on board Driver Delegations/Guests Nature of breakdown: Note gauges, noises and

smells. Driver

Delegations/Guests Any other information that may aid the dispatcher.

Driver

Delegations/Guests After calling in, the driver must remain with the vehicle until relieved. Utmost care should be taken to protect the safety of the passengers. If necessary, they should be escorted to a safe area until a relief vehicle car can transport them.

Driver

Delegations/Guests Above all, don t panic. Reassure your passengers that you will be obtaining aid as soon as possible.

Driver


2003 SOWSG POLICY Lead Functional Area TRANSPORTATION Policy Number TRN.010 Policy Title Games Media Transportation Other FA s involved in the procedure

Marketing & Communications


M. Aguilar 27/02/2003 Draft 2

Signed off by

Policy Statement A number of accredited Media (Broadcasters and Press) will attend the 2003 Special Olympics World Summer Games. Transportation service provided to this group includes a Games Media Shuttle System and access to the Games Inter-Venue Shuttle service. As Media may also hire their own vehicles, a limited number of Games Vehicle Access/Parking Passes will be provided to this group, through the GOC Media Relations Functional Area. Media will also be allowed to purchase the Volunteer Games Integrated Bus and Rail Ticket.


A Media Shuttle System will be operated which will connect the Montrose Hotel with the Main Media Centre (MMC) at the Royal Dublin Society. Service will begin on 20 June 2003 and will continue through 29 June 2003. Specific service details will be available in May of 2003.

Upon the display of a valid Games credential, all members of the accredited Media will have access to the Games Inter-Venue Shuttle System. Please see Policy TRN.013 Games Inter-Venue Shuttle System for details of this service.

All members of the accredited Media will have the ability to purchase the Volunteer Games Integrated Bus and Rail Ticket (if approved). Please see Policy TRN.014 Volunteer Games Integrated Bus and Rail Ticket for details of this service.

Games Vehicle Access/Parking Passes will be distributed to a limited number of members of the accredited Media, through the Marketing & Communications Functional Area. Please see Policy TRN.015 Games Vehicle Access/Parking Permit System for details of this process.

Although there are a number of car rental options in Dublin that Media may use, there is no Games-authorised provider.

The actual number of qualified Media members, as well as the actual Media organisations who qualify, is subject to confirmation by the Marketing & Communications Functional Area.

2003 SOWSG POLICY Lead Functional Area TRANSPORTATION Policy Number TRN.011 Policy Title Parking In Games Venues Other FA s involved in the procedure Author and last date modified


Signed off by

Policy Statement Where limited parking exists at Games Venues, it has been assigned for the use of a limited number of specific individuals, who will be issued a Games Vehicle Parking/Access Permit.


As a general rule, parking is either extremely limited or virtually non-existent at all Sports Venues at the 2003 Special Olympics World Summer Games.

The limited parking that exists at venues will be assigned for the use of Games Motor Pool vehicles, Games Delegation Transport System vehicles, select members of the Media, existing facility staff, key GOC Venue volunteers, statutory services and high-level VIPs.

All vehicles that are assigned parking at any Games Venue must prominently display a Games Vehicle Access/Parking Permit. Please see Policy TRN.015 Games Vehicle Access Parking Permit System (VAPPS) Policy for details of this System.

Because parking is limited the importance of using public transportation during Games-time is essential and is strongly encouraged. The GOC Transportation Functional Area will make available to all GOC Functional Areas a document detailing the available public transportation options for each Sports and Accommodations Venue.

2003 SOWSG POLICY Lead Functional Area

TRANSPORTATION

Policy Number TRN.012 Policy Title Use of Privately Owned Vehicles (POV s) Other FA s involved in the procedure

All



Signed off by

Policy Statement

Privately owned vehicles may only be used for the transportation of Delegations or Guests or the carrying of Games goods if

a copy of an up to date motor insurance certificate for the vehicles is submitted to the GOC, indemnifying 2003 SOWSG Ltd., or

a copy of a Release and Waiver of Liability and Indemnity

has been filed with the GOC.


Page 1 of 2

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2003 SOWSG POLICY Lead Functional Area TRANSPORTATION Policy Number TRN.013 Policy Title Games Inter-Venue Shuttle System Other FA s involved in the procedure Author and last date modified


Signed off by

Policy Statement The Inter-Venue Shuttle will provide regular service between all Sports Venues, through the use of a Hub-&-Spoke System, centred at the Papal Cross Car Park in Phoenix Park. A total of 5 lines will emanate from that site, and will serve all persons displaying a valid Games accreditation badge.


The Service Lines of the Inter-Venue Shuttle:

Red Route

Dublin City University, Morton Stadium, Sportslink, ALSAA, National Show Centre, AUL, National Badminton Center, Portmarnock Golf Club

Yellow Route

Royal Dublin Society, David Lloyd Tennis Club, University College Dublin, Loughlinstown Leisure Centre, Royal St. George Yacht Club

Black Route 1

ESB Arena, Glenville Pitch & Putt Club, Salmon Leap

Black Route 2 Kill Equestrian Centre

Blue Route

Elm Green Golf Club, National Aquatics Centre, Leisureplex, Blanchardstown (Phoenix Park, in the Blue Region, will not be served by bus.)

The Frequency of the Inter-Venue Shuttle:

Red Route (R) Depart the Papal Cross Car Park on the hour and at 30 minutes past the hour. Service frequency is every 30 minutes.

Yellow Route (Y)

Depart the Papal Cross Car Park at 10 minutes past the hour and at 40 minutes past the hour. Service frequency is every 30 minutes.

Black Route 1 (K1)


Black Route 2 (K2)


Blue Route (B) Depart the Papal Cross Car Park at 50 minutes past the hour Service frequency is every 60 minutes.

2003 SOWSG POLICY Lead Functional Area TRANSPORTATION Policy Number TRN.014 Policy Title Games Volunteer Integrated Bus and Rail Ticket Policy Other FA s involved in the procedure Author and last date modified


Signed off by

Policy Statement All accredited Volunteers, Guests and members of the Media will be allowed to purchase a Games Volunteer Integrated Bus and Rail Ticket, produced by Dublin Bus on behalf of the CIE Group. This Ticket will provide for discounted public transportation service during the period of the 2003 Special Olympics World Summer Games.


Two Games Volunteer Integrated Bus and Rail Tickets will be available:

13-Day Games Integrated Bus & Rail

Short Hop (extending to Balbriggan, Maynooth & Kilcoole)

Unlimited travel for one adult on all Dublin Bus, DART and Suburban Rail between Balbriggan, Kilcoole, Maynooth, and Hazelhatch/Celbridge (excluding Airlink, Nitelink, Ferry Service & Tours)

13-Day Games Integrated Bus & Rail Long Hop (extending to Drogheda, Navan, Kildare & Wicklow)

Unlimited travel for one adult on all Dublin Bus, Irish Rail and Bus Eireann services to the limit of the Long Hop Zone. (excluding Airlink, Nitelink, Ferry Service & Tours)

A diagram of the Short Hop and Long Hop Zones is available at www.dublinbus.ie and www.irishrail.ie.

Prices for the above Tickets will be available at the end of March 2003.


http://www.irishrail.ie

2003 SOWSG POLICY Lead Functional Area TRANSPORTATION Policy Number TRN.015 Policy Title Games Vehicle Access/Parking Permit System Other FA s involved in the procedure

Event Services


J. Fryer 27/02/2003 Draft 2

Signed off by

Policy Statement The Games Vehicle Access/Parking Permit System (VAPPS) will control vehicular Access and Parking at all Official Games locations.


Games Vehicle Access/Parking Permits will grant the following rights:

Access

Allows a vehicle limited-time access to a Venue in order to make a delivery/pick-up or to drop off

Parking Allows a vehicle to access a venue and to park.

Games Vehicle Access/Parking Permits comprise the following categories:

TRN

Games Motor Pool vehicles and the Athlete Bus System

GOC

Select GOC staff members

VIP

Games-accredited VIPs, Guests, Sponsors, Directors, Boards of Directors

MED

Games-Accredited Media

OFC

Games accredited Sports Officials

LOG

All Games Logistics vehicles

VOL

Select Volunteers

VEN

All key Venue staff, existing facility staff, and key Sport management personnel

DAY

Venue Day Permit (to serve a pre-defined list of users who may need to park at a Venue on an ad hoc basis)

CER

Ceremonies Permit (passes for Opening and Closing ceremonies and for Festival parking in the RDS)

The Vehicle Access/Parking Permit System will be in operation at all sports venues, and at Croke Park for Opening and Closing Ceremonies.

The Vehicle Access/Parking Permits will be either:

All Venue

Allows access/parking at all sports Venues

Venue Specific

Allows access/parking at one Venue only. These Permits will display the particular Venue code

2003 SOWSG POLICY Lead Functional Area TRANSPORTATION Policy Number TRN.016 Policy Title Dealing with Unauthorized, Un-permitted or Illegally Parked

Vehicles Other FA s involved in the procedure Author and last date modified


Signed off by

Policy Statement Individuals who attempt to park vehicles at Games Venues, without proper authority to do so will be prevented from doing so where ever possible. Individuals who succeed in parking vehicles at Games Venues, without proper authority to do so, will be penalized in a manner appropriate to the infraction.


An individual who attempts to access Games-controlled parking areas or load zones will be turned away from the access to those locations, so as to ensure the integrity of the services using such areas.

Individuals who park illegally are subject to being cited, clamped or towed, depending upon the severity of the infraction and the sensitivity of the location where the illegal parking occurs.

2003 SOWSG POLICY Lead Functional Area

TRANSPORTATION

Policy Number TRN.017 Policy Title Games Motor Pool Service and Time Parameters Other FAs involved in the procedure

Special Events


John Fryer 28/2/2003 Draft 1

Signed off by

Policy Statement

Games Motor Pool vehicles will only operate between authorised Games locations, during the dates of the Games Motor Pool service, and during approved daily hours of Games Motor Pool service.


All Games Motor Pool transportation requests are subject to the availability of Games Motor Pool vehicles and Games Motor Pool Drivers.

Authorised Games locations will include all Official Games Accommodations sites, all Official Games Sports Venues, all Official Games Special Event Sites and all Official Games Airports.

The Games Motor Pool will begin limited service on Sunday, 15 June 2003, continuing through Thursday, 19 June 2003.

The Games Motor Pool will begin full service beginning Friday, 20 June 2003, continuing through Monday, 30 June 2003.

The Games Motor Pool will begin limited service on Tuesday, 1 July 2003, continuing through Saturday, 5 June 2003.

Full service of the Games Motor Pool will be a daily period beginning at 07:00 and ending at 19:00.

Service by exception will occur, where possible, at the direction of the Games Director of Operations.

Limited service of the Games Motor Pool will be a daily period beginning at 09:00 and ending at 17:00.

2003 SOWSG POLICY Lead Functional Area TRANSPORTATION Policy Number TRN.018 Policy Title Who can operate Games Motor Pool vehicles Other FA s involved in the procedure Author and last date modified


Signed off by

Policy Statement GOC Motor Pool vehicles (which include those pre-Games vehicles that are 1) currently assigned to specific individuals, 2) in the pre-Games Motor Pool, or 3) Games Motor Pool Vehicles) may be operated by any GOC Staff member. Any and all GOC Staff members under the age of 25 and wish to operate any GOC vehicles must be specifically named on the GOC insurance policy. All GOC Staff must submit a copy of their valid driver s licence to the Games Motor Pool Manager.

GOC Motor Pool vehicles may be operated by any accredited Games-Volunteer who fulfils the following criteria:

The Volunteer is between the ages of 30 and 74

The Volunteer has passed a insurance background driver qualification check, produced by Coyle Hamilton

The Volunteer must submit to the GOC a copy of their valid driver s licence


2003 SOWSG PROCEDURE Lead Functional Area TRANSPORTATION Policy Number TRN.019 Policy Title Submitting a Request For Transportation (RFT) for a Games

Motor Pool vehicle Other FA s affected Guest Services, Delegation Services, Sports Author and last date modified


Signed off by


All requests for Games Motor Pool service must conform with Policy TRN.017 Games Motor Pool Service and Time Parameters

GOC Guest Services, Delegation Services, Sports

The Transportation Dispatch office must be sent a REQUEST FOR TRANSPORTATION (RFT) FORM, 24-hours in advance of the required service.

The appropriate GOC Functional Area Coordinator

The information on this FORM may be sent to the Transportation Dispatch office in the following ways: 1) by telephone, or 2) by fax.

In each case the RFT FORM must be fully completed, capturing all of the following information:

The date and time the request is being made

The date and time that Transportation is needed

The name of requesting party

The phone numbers of requesting party

The name of the passenger(s) requiring transportation

The number of passengers requiring transportation

The requested pick-up location

The requested destination

Whether round trip service is required

If round trip service is required, the time of return pick-up

Any special instructions or notes

The requestor must indicate whether the requested service is a Recurring Request. Also known as a Standing Order,

these are requests that will occur regularly (i.e., for more than 2 days during the Games), with the same point of origin, destination, and departure time.

2003 SOWSG PROCEDURE Lead Functional Area TRANSPORTATION Procedure Number TRN.020 Procedure Title Processing a Request For Transportation (RFT), for the use of

a Games Motor Pool vehicle Other FA s affected Author and last date modified


Signed off by

DESCRIPTION: STANDARD PROCEDURE(S) Group dealt with: What the steps are: Who does them: All Games Motor Pool Qualified Guests

The Transportation Dispatch office will receive REQUESTS FOR TRANSPORTATION (RFT) in the following ways: 1) telephone, and 2) via fax. In each case the REQUEST FOR TRANSPORTATION Form 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 number of requesting party

The number of passengers

The pick-up location

The destination

Any special instructions

Games Motor Pool Fleet Coordinators

At the time of driver and vehicle dispatch, a Motor Pool Fleet Coordinator will complete the request by indicating the Motor Pool Driver s name and the vehicle number. As noted, there are 2 ways in which Motor Pool users will make requests. RFT processing procedures will vary based on the nature of the request.


Telephone Service Telephone service implies that the requesting Motor Pool user is either at a serviced Accommodation site, at a Sports Venue, or elsewhere in the Motor Pool-serviced area. In the case of phone service, one of two scenarios may occur.

The Motor Pool user s requested pick-up location is an Accommodation site. The vehicle is dispatched to the user s pick-up location, at the requested pick-


2003 SOWSG POLICY Lead Functional Area TRANSPORTATION Policy Number TRN.021 Policy Title Games Family Integrated Bus and Rail Ticket Policy Other FA s involved in the procedure Author and last date modified


Signed off by

Policy Statement All accredited Families will be allowed to purchase a Games Family Integrated Bus and Rail Ticket, produced by Dublin Bus on behalf of the CIE Group. This Ticket will provide for public transportation service during the period of the 2003 Special Olympics World Summer Games.


Two Games Family Integrated Bus and Rail Tickets will be available:

13-Day Games Integrated Bus & Rail Short Hop

Unlimited travel for one adult on all Dublin Bus, DART and Suburban Rail between Balbriggan, Kilcoole, Maynooth, and Hazelhatch/Celbridge (to the limit of the zone)

13-Day Games Integrated Bus & Rail Long Hop

Unlimited travel for one adult on all Dublin Bus, Irish Rail and Bus Eireann services between Drogheda, Navan, Kildare and Wicklow. (to the limit of the zone)

The Games Family Integrated Bus and Rail Tickets will be available at the following prices:

Short Hop

Adult: 55.00 Child: 38.00

Long Hop

Adult: 98.00 Child: 68.00

All Tickets include Games Special Event Services, Nitelink and Airlink. All Tickets exclude Ferry Service & Tours.

A diagram of the Short Hop and Long Hop Zones and service schedules are available at www.dublinbus.ie and www.irishrail.ie.

The Games Family Integrated Bus and Rail service will operate from 18 June 2003 through Monday, 30 June 2003.


http://www.irishrail.ie

DESCRIPTION: STANDARD PROCEDURE(S) Group dealt with: What the steps are: Who does them: Delegations/Guests Vehicles must be legally parked with the engine

off, parking brake applied, ignition keys removed, windows closed and doors locked.

Driver



2003 SOWSG POLICY No. 7 Lead Functional Area TRANSPORTATION Policy Number Policy Title Vehicle Headlights Other FA s involved in the procedure

Public Safety & Security



Signed off by

Policy Statement All drivers are asked to use dipped headlights during daylight hours (Daytime Running Lights, known as DRLs).


DRLs increase the visibility of motor vehicles and motor cycles to all road users and can lead to a significant reduction both in multiple vehicle daytime accidents and in accidents involving pedestrians and cyclists.




2003 SOWSG POLICY No. 8 Lead Functional Area TRANSPORTATION Policy Number Policy Title Vehicle Seat Belts Other FA s involved in the procedure

Special Events



Signed off by

Policy Statement Under Irish law, seat belts must be worn at all times (where fitted) by all vehicle occupants when travelling in any 2003 World Games vehicle.


DESCRIPTION: STANDARD PROCEDURE(S) Group dealt with: What the steps are: Who does them: Delegations/Guests If a passenger does not wear their seat belt,

politely inform them of the seat belt policy. Drivers

Delegations/Guests If the passenger refuses to wear their seat belt, you are not permitted to move the vehicle. Politely inform them that it is because they have refused to wear their seat belt and that you are calling your Dispatch Supervisor immediately for further instructions.

Drivers

Delegations/Guests An incident report to be filed. Driver DESCRIPTION: CONTINGENCY PROCEDURE(S)


2003 SOWSG POLICY No. 9 Lead Functional Area TRANSPORTATION Policy Number Policy Title Vehicle Laws and Speed Limits Other FA s involved in the procedure

Special Events/



Signed off by

Policy Statement Vehicles must be operated in a responsible manner in accordance with the laws and regulations of the land.


DESCRIPTION: STANDARD PROCEDURE(S) Group dealt with: What the steps are: Who does them: Delegations/Guests Speed limits must not be exceeded at any time,

with the exception of having a Garda escort. Drivers

Delegations/Guests Reduce speed to an appropriate level in hazardous driving conditions, whether the conditions are due to weather, road construction, heavy traffic or any other reason

Drivers

Delegations/Guests Overtaking can be dangerous and should be done legally and carefully. Ask first, Is it necessary? Check ahead, check mirrors, signal intentions, overtake safely, and return to the proper lane. Remember, signalling to overtake does not give permission to overtake. It must to safe to overtake for it to be proper to do so.

Drivers


Scenario: Group: What the steps are: Who does them: Drivers Operate your vehicle to prevent accidents

despite adverse conditions and the incorrect action of others. Identify adverse conditions and adjust your driving;

Visibility glare, dusk, poor headlights. Remember to adjust your headlights according to the traffic; reduce speed.

Weather Rain, Hail. Turn on your wipers and your headlights. Prevent hydroplaning by reducing speed.

Traffic Congested rush hour, Fast or Slow Rural areas, Slow construction Equipment, Urban pedestrians and cyclists, remember to look ahead, anticipate traffic situations and avoid tight spots

Driver Fatigue, Emotional State anger, fear, worry, physical state. Remember to schedule enough time for appointments.

2003 SOWSG POLICY No. 10 Lead Functional Area TRANSPORTATION Policy Number Policy Title Vehicle Driving Fines Other FA s involved in the procedure

Special Events



Signed off by

Policy Statement All traffic violations and fines received during the operational period of the 2003 World Games must be reported to a Transportation Co-ordinator and/or supervisor at the first possible opportunity. You are personally liable for any traffic tickets or parking fines incurred during your shift. Any traffic tickets or fines sent to 2003 SOWSG will be forwarded to the appropriate driver.


DESCRIPTION: STANDARD PROCEDURE(S) Group dealt with: What the steps are: Who does them: Delegations/Guests If you are convicted of any moving traffic

violation or determined to have been at fault in a traffic accident (issued a traffic violation in connection with the accident), or if your licence is suspended or driving privileges restricted, you may be subject to immediate action.

Drivers

Delegations/Guests For Transport Managers and dispatchers, this includes verbal warning, release, or other disciplinary action. For other key Transportation staff, this includes release or reassignment or another 2003 World Games position for which you may be qualified.

Drivers



2003 SOWSG POLICY No. 16 Lead Functional Area TRANSPORTATION Policy Number Policy Title Vehicular Breakdown Other FA s involved in the procedure




Signed off by

Policy Statement


DESCRIPTION: STANDARD PROCEDURE(S) Group dealt with: What the steps are: Who does them: Delegations/Guests If a breakdown occurs, pull completely off the

road, turn of the ignition and set the parking brake.

Driver

Delegations/Guests Turn on the emergency flashers. Driver Delegations/Guests Do not attempt to repair your vehicle. Driver Delegations/Guests Assess the scene. If there is danger of fire,

evacuate the passengers to safety. Driver

Delegations/Guests If your vehicle is radio equipped, call your dispatcher. If not, locate the nearest telephone or emergency call box and call in. When reporting a breakdown by radio or telephone, the following information should be given to the dispatcher.

Driver

Delegations/Guests Route number and vehicle number. Driver Delegations/Guests Location, using streets and/or landmarks. Driver Delegations/Guests Number of people on board Driver Delegations/Guests Nature of breakdown: Note gauges, noises and

smells. Driver

Delegations/Guests Any other information that may aid the dispatcher.

Driver

Delegations/Guests After calling in, the driver must remain with the vehicle until relieved. Utmost care should be taken to protect the safety of the passengers. If necessary, they should be escorted to a safe area until a relief vehicle car can transport them.

Driver

Delegations/Guests Above all, don t panic. Reassure your passengers that you will be obtaining aid as

Driver

soon as possible. DESCRIPTION: CONTINGENCY PROCEDURE(S)


Any 2003 World Games vehicle observing another disabled 2003 World Games vehicle on the roadside should stop and offer whatever assistance possible.

Driver

2003 SOWSG POLICY No. 17 Lead Functional Area TRANSPORTATION Policy Number Policy Title Motorpool Driver - Luggage Lifting Other FA s involved in the procedure

Special Events/International Services



Signed off by

Policy Statement Motorpool drivers are not expected to handle luggage.

We have 3 options. Either we include manual handling training for all Motorpool drivers at the training stage. This must be done by a qualified/certified manual handling trainer.

Or, There is a separate team of luggage handlers at the Airports and hotels.

Or, The Guests lift/carry their own suitcases in & out of the car.


DESCRIPTION: STANDARD PROCEDURE(S) Group dealt with: What the steps are: Who does them: Guests If the driver does handle luggage, s/he does so

at their own risk. Driver



2003 SOWSG POLICY Lead Functional Area TRANSPORTATION Policy Number TRN.018 Policy Title Smoking in Games Vehicles Other FA s involved in the procedure

Special Events/



Signed off by

Policy Statement Drivers and passengers are not permitted to smoke while in any SOWSG vehicle.


DESCRIPTION: STANDARD PROCEDURE(S) Group dealt with: What the steps are: Who does them: Delegations/Guests If a passenger wishes to smoke in the vehicle,

politely inform them of the smoking policy. Drivers

Delegations/Guests If the passenger still proceeds to smoke, stop the vehicle. Politely inform them that it is because they have continued to smoke and that you are calling your Dispatch Supervisor immediately for further instructions.

Drivers

Delegations/Guests An incident report to be filed. Driver Driver If a driver wishes to smoke in a Motorpool

vehicle (whether empty or not), politely inform them of the smoking policy. There must be no-smoking in Toyota vehicles at all times.

Transportation Team/GOC

Driver If a driver wishes to smoke in the bus. He may only do so if he is off-duty there are no passengers on-board and he is not waiting for passengers to board.

Transportation

Navigator

Driver An incident report to be filed. Transportation Co-ordinator



2003 SOWSG POLICY Lead Functional Area TRANSPORTATION Policy Number TRN.019 Policy Title Vehicular Accident Other FA s involved in the procedure




Signed off by

Policy Statement All accidents must be reported immediately. Whenever a vehicle comes in contact with another object or whenever there is an injury, it must be reported, no matter how minor the incident may appear.


DESCRIPTION: STANDARD PROCEDURE(S) Group dealt with: What the steps are: Who does them: Delegations/Guests Put the gear in neutral, set the brakes and shut

off the ignition. Driver

Delegations/Guests Assess the accident scene. If there is danger of fire, evacuate the passengers to safety.

Driver

Delegations/Guests Remain calm and reassure your passenger that help is on the way.

Driver

Delegations/Guests Radio-equipped vehicles should immediately radio dispatch for further instructions.

Driver

Delegations/Guests Activate hazard lights to prevent further injury or damage (only if none of the lights are not damaged, as this could start a fire).

Driver

Delegations/Guests Move the vehicle away from the flow of traffic if it can be cleared.

Driver

Delegations/Guests Regardless of damage, call the Gardai. This insures proper information collection. ( if there is no offence disclosed in a material damage accident there is no obligation on the Gdai to investigate)

Driver

Delegations/Guests Do not discuss the accident with anyone except a Garda, a 2003 World Games Supervisor, or a representative of our insurance carrier. You are only required to give your name, address,

Driver

drivers licence number, vehicle registration number and the name and address of the owner of the vehicle to others involved in the accident, Do not speculate as to how the accident may have occurred, and do not admit guilt.

Delegations/Guests Write down pertinent information supplied by the other driver (name address, licence and vehicle information and insurance details from the insurance disc). Do not trust this to your memory.

Driver

Delegations/Guests Write down witnesses names and addresses. Driver Delegations/Guests Upon returning to the Transportation office,

complete an accident form. Obtain the assistance of a co-ordinator, supervisor or dispatcher if necessary.

Driver

Delegations/Guests Do not talk to the new media about any accident.

Driver



Ratings Very Poor Average Excellent Timeliness of documents 1 2 3 4 5

Quality/Clarity of documents 1 2 3 4 5

Overall relevance of documents 1 2 3 4 5

P&P documents as a training tool 1 2 3 4 5

5 Timelines

5.1 Milestones & Timelines Review

Ratings Very Poor Average Excellent Suitability of High Level Milestones 1 2 3 4 5

Status Reports 1 2 3 4 5

Accuracy of FA Project Plan 1 2 3 4 5

Overall Games-wide Project Management 1 2 3 4 5 Comments A timeline for planning should be developed and followed in a manner of up-most importance. While timeline planning for World Games was well developed, it was partially ineffective due to the late recruitment of additional staff, as well as limited staffing resources which resulted in the prioritisation of certain goals to be accomplished in accordance with the timelines. 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, however this is conditional on acceptable staffing levels in addition to other external and internal GOC key shareholders abiding by the agreed timeline.

6 Budget

Ratings Very Poor Average Excellent Accuracy of Initial Budget Estimates 1 2 3 4 5

Ease of use of Budget Control Process 1 2 3 4 5

Budget Planning Review Process 1 2 3 4 5

Budget Change Management Process 1 2 3 4 5

Effectiveness of Budgetary System 1 2 3 4 5 in financing FA requirements Comments The Games Financial Controller will comment in detail on the final budget performance v s estimates.

However, given the scope and changes of the project en-route, the budget estimates created, controlled and managed by the General Manager were on target, as were the previous two events, HOD Seminar and National Games 2002. However, a recommendation for future GOCs is to allow a small contingency percentage.

7 Additional Items & Appendices

7.1 Equipment & Venue Design

7.1.1 Technology Phones, Radios, PC and Fax

Ratings - Planning Phase Very Poor Average Excellent Organisation of FA 1 2 3 4

5

Information provided by FA 1 2 3 4 5

Equipment Ordering Process 1 2 3 4 5

Overall Integration/Interaction with FA 1 2 3 4 5

Ratings Ops Phase Very Poor Average Excellent Distribution/Installation of Equipment 1 2 3 4 5

Maintenance & Support 1 2 3 4 5

Overall performance of equipment 1 2 3 4 5 Comments Ops Phase During games week, technological communication was the most vital link to controlling events and their operations. A lack of mobile phones or radios created large hurdles for the Transportation staff to operate with. A standard land-line was the only piece of communication equipment available to use outside of an antiquated two-way radio. There was no person available to man the radio network in the Transport FA HQ which did not help matters. Despite the extreme measures that the Irish Army went to, to improve and extend coverage, as the areas covered were so vast, these two alternatives only partially worked in an operations state. Real time communication was key (mobile phones and radios). While there was no radios or mobile phones on the Delegation Transportation the controlling movement of Delegations is vital to their safety. Without proper technology equipment the operations of a GOC can become a burden.

All radio communications were tested one-week prior to games time, but due to the vast area radio operations and frequencies failed often. In some instances, they did not work and were not resolved until mid-week of competition. Once the radio network was functional, and volunteers had become more accustomed to its use, it became invaluable to the transportation operations.

7.1.2 Site, Logistics & Procurement

Ratings - Planning Phase Very Poor Average Excellent Venue Design Process 1 2 3 4 5

FF&E Ordering Process 1 2 3 4 5

Integration/Interaction with S,L&P 1 2 3 4 5 Comments Planning Phase

Ratings Ops Phase Very Poor Average Excellent Delivery/Installation of FF&E 1 2 3 4 5

Games time support 1 2 3 4 5

Recovery of FF&E 1 2 3 4 5

Overall performance S,P&L 1 2 3 4 5 Comments Ops Phase

7.2 Forms & Operational Documentation

Ratings Very Poor Average Excellent Timeliness of documents 1 2 3 4 5

Quality/Clarity of documents 1 2 3 4 5

Overall supporting documents 1 2 3 4 5 Comments

Recommendations

7.3 Staffing

7.3.1 Planning Phase - Recruitment & Rostering Processes

Ratings Very Poor Average Excellent Recruitment process 1 2 3 4 5

Rostering process 1 2 3 4 5

Overall timeliness/clarity of processes 1 2 3 4 5 Comments Volunteers played a large role in the success of the 2003 Special Olympics World Summer Games. The Volunteer Department of the GOC did an excellent job securing volunteers for the most needed positions, however, the volunteer numbers were lower than expected. The location of the volunteers address and the venue they have requested to volunteer at posed additional problems for the Transportation Department as it was initially felt that any required parking was the responsibility of the Transportation Department.

The Volunteer Department focused on securing the overall personnel numbers supplied by the Transportation Department. As the venue and functional area teams worked together, it allowed the volunteer to understand the position. Despite offering those areas with the largest volunteer teams the assistance of computer generated rosters, the Volunteer Department were reluctant to abide by their commitment. This system should not have been used as it miscalculated information and volunteers who were available for 14 days were rostered for 1 day. Eventually, the Venue Transportation Co-ordinators and the Motorpool Co-ordinators re-confirmed and re-scheduled all of their own teams.

Overall the Motorpool scheduled the highest amount of transportation volunteers for the 14-day period, an average of 90% of 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 Guest drivers, Motorpool Co-ordinators and Dispatchers. The military was a huge help, as they were allocated to those Guests who qualified for a dedicated car and driver.

7.3.2 Operations Phase - Training

Ratings Very Poor Average Excellent General volunteer knowledge or 1 2 3 4 5 training about your FA

FA Specific Training 1 2 3 4 5

Venue Management training (stages 1-5) 1 2 3 4 5

Overall training strategy & implementation 1 2 3 4 5 Comments The Transportation Team conducted thirteen (13) general functional area training sessions in order to ensure all transport volunteers received one training session and Venue Transportation Co-ordinator received two (2) training sessions.

The majority of time in the last three (3) weeks before the Games was spent answering volunteer queries on transportation queries and requesting additional volunteers to make up for those who needed to pull of the Games, which is understandable, but time consuming, especially as print deadlines had to be met and final preparations and last minute request were received. This should not have to dealt with by the General Manager for the Department.

7.4 Communications

7.4.1 Planning Phase

(a) Communications within the Operations Team

Ratings Very Poor Average Excellent Project plan 1 2 3 4 5

Weekly Meetings/One-to-Ones 1 2 3 4 5

Regularity of communication 1 2 3 4 5

Quality/Clarity of communication 1 2 3 4 5

Overall support received 1 2 3 4 5 Comments Verbal communication is a vital part of all planning and operational aspects. Inter-team communication was slighted by the fact that many areas were understaffed, behind schedule in their timelines many had to prioritise their tasks for attention. It was vital to establish a communication link as early as possible with a Venue Contact where transportation was represented. 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.

(b) Communications within GOC as a whole

Ratings Very Poor Average Excellent Games Coordination Meetings 1 2 3 4 5

Regularity of communication 1 2 3 4 5


Overall support received 1 2 3 4 5 Comments Communication is a broad area of concern for the World Summer Games, 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. Recommendations Transportation was as effective as the boundaries that guided its operations. These boundaries can be financial or human resources, or physical limitations (e.g. if it takes three (3) hours for all the Games Delegations to arrive at a venue, it should be acceptable that it will take a minimum of three (3) hours for the Delegations to depart from that venue).

If the Department is not direct and simple to the point, either one or many Games constituents will not receive the transportation service that the GOC believes it should be delivering.

7.4.2 Operations Phase

(a) Communications (within your FA, with other FAs and with MOC)

Ratings Very Poor Average Excellent Regularity of communication 1 2 3 4 5


Overall support received 1 2 3 4 5 Comments The Transportation area communicated extremely well both internally and externally, mainly with the Sport and Participant Services (accommodation & catering) areas.

It is without doubt that every effort was made to communicate the requested information, it must be stressed that at all times the support from these two functional areas was exceptional.

7.5 FA Contingency Plans

Ratings - Planning Phase Very Poor Average Excellent Development of Contingency Plans 1 2 3 4 5

Integration of Plans across FAs 1 2 3 4 5 Comments Planning Phase Routes from Games accommodation to Games competition sites were travelled three months in advance of the Games.

A 15% contingency was built into the capacity of vehicles secured for the Games, allowing for the migration of Delegations to support their team in other sports to go unnoticed.

Additional vehicles (5 max) per day were hired for the duration of the Games and located strategically around the city in the case of breakdowns, accidents, stranded Delegations.

Suppliers were contracted on the basis that they could supply a replacement vehicle within 40 minutes of one of their vehicles breaking down.

Tow trucks were contractually required to be on-site for both Opening & Closing Ceremonies. Ratings Ops Phase Very Poor Average Excellent Involvement in generation of plans 1 2 3 4 5 ?

Communication of plans to team 1 2 3 4 5 ?

Overall quality/clarity of plans 1 2 3 4 5 ? Comments Ops Phase For many areas, Transportation was the contingency plan in the event of a venue evacuation, which is acceptable.

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Documents

TRANSPORTATION After Action Report AFTER ACTION REPORT Table of Contents 1. Overview 2 2. Structure 15