REGISTRATION AND ACCREDITATION

Transcription

1 REGISTRATION AND ACCREDITATION The Host Society is responsible for registering and accrediting all participants and providing them with registration kits that contain information relevant to the Games and the host community and jurisdiction. KEY POINTS Host Society The Arctic Winter Games International Committee (AWGIC) will provide direction to each Host Society on the registration, results and accreditation systems to be used for each Games. The accreditation and registration software used for all AWG s is Gems.Pro. The Host Society must familiarize itself with and implement any information privacy law constraints affecting the gathering and use of personal data. Chefs, mission staff, certain Host Society members, certain Host Society staff and AWGIC members must be coded similarly so as to allow immediate access to all sites. The Host Society must provide digital photo specification requirements to Chefs. Access coding for accreditation badges should not be overly complex. Chefs de Mission Chefs de Mission must familiarize themselves with and implement any information privacy law constraints affecting the gathering and use of personal data. Chefs de Mission are responsible for screening all team member registration information. KEY PERFORMANCE INDICATORS 24 Months o Committee chairs recruited. o Travel to Games and observe previous host society systems. o Committee structure established and tabled, including information on positions filled and those vacant. o Committee position responsibilities defined. o Past Games experiences reviewed. o Detailed work plan developed, including coordination plan with IT committee. o Contact with KIMIK IT established. o GEMS.Pro software reviewed and confirmed for Games, including any required enhancements. May 01,

2 18 Months o Participant, Volunteer and Guest Registration Forms provided with the Games software are not to be revised without the prior written approval of the AWGIC o Manual registration equipment needs identified and acquisition initiated. o Volunteer training plan developed. o Software training and familiarization under way. o Communication plan with other committees developed. o Select special guest, official, volunteer and replacement card registration venues, ensure coordination with applicable committees. o Coordinate color coding of Accreditation Badges with Accommodations Committee and Bag Tags to be provided to Contingents. 12 Months o Host Societies must provide access to the Consent Form to contingents(appendix for Sample) o Volunteer registration plan developed. o Manual registration venue identified. o Special guest, official, volunteer and replacement card registration venues identified and operational plan developed. o Test Registration system including printing badges. Consider registration training sessions for Chefs at M1 or M2. o Training of Special Guest Services and Security volunteers. o Full Administrative Access to GEMS is to be provided to the AWGIC 6 Months o Volunteer registration well under way. o Athlete registration is open. o Chefs informed of digital photo format. o Volunteer training continues. o Mission staff briefed and trained respecting system. 2 Months 2 Weeks o Volunteer training sessions continuing as required. o Registration kits being assembled and stored. o Special Guest pre-registration underway and coordinated with AWGIC o Manual registration system tested and in place for late entry. o Chefs call/webinar with Kimik/HS to review registration and finalize team registration May 01,

3 o Set deadline and close access to Gems.Pro by teams; all future changes are handled by the HS after the closing date Games o All athlete badges are ready and distributed to Chefs prior to team arrival o Ongoing Registration and Accreditation for Special Guests. o Replacement of lost Accreditation. General Notes 1. Registration The Arctic Winter Games International Committee (AWGIC) will provide Host Societies with direction on the acceptable registration, results and accreditation systems. For 2020 and 2022, the AWGIC requires that Host Societies utilize the registration, results and accreditation computer programming system offered by KIMIK IT of Nuuk, Greenland. Once the rights to the registration, results and accreditation system have been acquired, the Host Society will work with the software developer to customize a registration system using the following guidelines: o 18 to 12 months out Host Society, the AWGIC and KIMIK IT develop draft registration forms for review with Chefs. o 12 to 9 months out Host Society advises Chefs on digital photo specification requirements for registration. o 9 months out - Registration system operational (testing completed). Contingent registration including the provision of digital photos begins (Chefs screen for accuracy). o 6 months out Host Society confirms Contingent registration deadline with AWGIC (set approximately one month from the start of the Games). o 6 months out Host Society confirms late registration process with Chefs (substitutions and medical changes). o 3 months out Special Guest pre-registration is coordinated with AWGIC o 1 month out Registration deadline. o 1 month out Host Society provides Chefs with draft Contingent lists and protocol for requesting other reports (i.e. by accommodation venue, by gender, etc.). o 3 weeks out Chefs provide Host Society with corrections. o 1 week out Chefs provide Host Society with any substitutions (after this date Chefs provide these in person at the Games). o 1 week out Host Society provides Chefs with final Contingent lists. May 01,

4 o 1 week out Host Society provides Medical, Accommodation and other committees with required registration information. o Games Contingents arrive and are provided with accreditation cards based on registration information. o Games Final substitutions and corrections are managed by on-site protocol. o Games Host Society monitors and updates database as required. An on-site registration system must be established for those Games participants who arrive without being properly registered in the Games database. This must: o Allow for the processing of new (substitute) or corrected registrations; o Allow for the replacement of lost registrations and accreditation cards at a central location (Athlete Village); o Allow for the registration of Games special guests at the primary special guest hotel; o Allow for the inclusion of new photographs; o Be a stand-alone operation with backup systems at the ready; o Be tested prior to the Games; o Be located in a large holding area (see description below) where Contingents initially disembark from arriving aircraft. The onsite registration facility should: o Be a large area with stations set up for manual registrations. o Be the location at which participants receive their accreditation cards. o Include a seating area. o Include access to drinks and snacks. o Be the location where participants receive their registration kit. o Allow participants to be processed in under 30 minutes. 2. Accreditation Accreditation tags with photo identification must be provided to each Games participant for access to dormitories, sport venues and for general security. o The tags must include coding for each participant s name, age, Contingent, sport, category, residence and any other necessary information. The AWGIC, in consultation with the Host Society and KIMIK IT will determine the card standards. Appropriate language will be included in the participant registration forms allowing media, the Host Society, the Arctic Winter Games International Committee and the appropriate May 01,

5 Contingent, approval to use photographs of participants (including the registration photo) for non-commercial, Arctic Winter Games only, publicity purposes (see policy on Photography and Use of Photographic Images). 3. Registration Kits The Host Society is responsible for providing each Games participant with a registration kit* (sport bag or backpack). Kits typically include: o Pins (Host Society, host community and jurisdiction) o Transportation schedules* o Recreation schedules (i.e. pools, fitness centers and theaters)* o City and venue maps* o Welcome information (Welcome Booklet)* o Other Host Society souvenir o Other promotional items offered by sponsors Information items should also be provided on the Host Society website, via mobile aps or other electronic means. It is recommended that participant sleeping bags be distributed with registration kits. May 01,