ARCTIC WINTER GAMES STAGING MANUAL

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TABLE OF CONTENTS

INTRODUCTION AND BACKGROUND

1.1 Arctic Winter Games Strategic Plan (2008) PDF

2 Glossary of Terms

3 Intent of the Games

4 The History & Organization of the AWG

5 The Organizational Structure of the Arctic Winter Games

5.1 The Organizational Flow Chart

BIDDING TO HOST AN ARCTIC WINTER GAMES

6.1 Bidding to Host an AWG

6.2 AWG Bid Template

6.3 Facility Requirement Checklist

6.4 Sample Host Bid Evaluation Checklist

MANAGING THE ARCTIC WINTER GAMES

7.01 General Management

7.01.1 Sample Board Structure

7.01.2 Sample Sport Committee Structure

7.02 The Games Office

7.03 Accommodations

7.06 1 Ceremonies and Awards Opening & Closing

7.06 2 Ceremonies and Awards Sport Opening & Closing

7.06 3 Ceremonies and Awards Medal Ceremonies

7.06 4 Ceremonies and Awards Time Line

7.07 Communications & Information Technology

7.08 Cultural Program

7.09 Decorations

7.10 Facilities and Equipment

7.11.1 Finance Committee

7.11.2 Intentionally Blank Page

7.11.3 Fundraising

7.12 Special Guest Services

7.13 Language Services

7.14 Media, Marketing and Public Relations

7.16 Merchandising

7.17 Souvenir Video

7.18 Registration and Accreditation

7.20 Security, Critical Incidents and Risk Management

7.21 Social Program

7.22 Sport Committees

7.22.2 Dene Games Competitions

7.22a) Arctic Sports Manual

7.22a1 Appendix A - Score Sheet for Kneel Jump, Sledge Jump, Knuckle Hop and Airplane

7,22a2 Appendix B - Single Elimination Draw

7.22a3 Appendix C - Forms for Transferring Information to the Results Centre

7.22a4 Appendix D - Score Sheet for Kicking Events and One Hand Reach

7.22a4 Appendix E - Arctic Sports General Floor Plan

7.22.a6 Sledge Construction Diagram

7.23 Sport Officials

7.25 Transportation

7.27 Volunteer Recruitment and Recognition

7.28 Welcoming and Send Off

THE SELECTION OF SPORTS FOR THE GAMES

8.0 The Selection of Sports for the Arctic Winter Games

8.1 Games Evaluation Meetings

8.2 AWGIC Approval of Major HS Policies & Plans

8.3 AWGIC CHECKLIST OF MUST SEE ITEMS

8.4 PLANNING MEETINGS AWGIC\CHEFS\HOST SOCIETY ORGANIZATION

8.4.1 MEETINGS WITH CHEFS AWGIC AND HOST SOCIETY

8.4.2 MEETINGS SAMPLE AGENDA

ARCTIC WINTER GAMES POLICIES

9.01 Participant Eligibility Policy

9.01.1 Athlete Medical Disqualification

9.02 Contingent Member Involvement in Official Events

9.03 Contingent Uniforms

9.03.1 Contingent Unit Names

9.04 Corporate Sponsorship Policy

9.05 Cultural Program Policy

9.06 Discipline Protest Procedure Sport Juries

9.06.1 Traditional Sport Jury Policy

9.07 Dormitory Policy

9.08 Exclusivity Policy

9.09 Host Society Reporting Policy

9.09.1 Host Society Final Report Policy

9.09.2 Contingent Final Report Policy

9.10 Flag Policy

9.11 Code of conduct and Harassment Policy

9.12 Hodgson Trophy and Fair Play Pins

9.13 Logo Design Guide & AWG Symbol Policy

9.14 Medals & the Scoring Process

9.15 Sport Officials Policy

9.16 Sport Participation Policy

9.17 Ticket Policy

9.18 Medical Disqualification Policy

9.20 Photograph Policy

9.21 Mission Staff Policy

APPENDICES

Appendix A Oaths

Appendix B Important Meetings

Appendix C Job Descriptions

Appendix D Host Society Revenues Expenditures

Appendix E Sample Games Budget

Appendix F Budget Work Sheet

Appendix G Consolidated Games Budget

Appendix H Personal Expense Claim

Appendix I Purchase Requisition Order Form

Appendix J Inventory Tracking List

Appendix K Fundraising Sponsor Tracking List

Appendix L Donations Received Form

Appendix M Games Gift in Kind Needed Form

Appendix N Phonebook Template

Appendix O Approved Sport Schedule Templates

SAMPLE FORMS	2000 AWG Team Roster Forms
Assumption of Risk Form	Bylaw Forming a Host Society
Broadcast Agreement	Incident Report
Job Description - LogisticsCoordinator	In Kind Sport Equipment
Job Description - Merchandising Coordinator	Lost Card Policy
2000 AWG Societies Act Constitution for the Host Society	2000 AWG Policy Manual

TYPICAL ARCTIC WINTER GAMES SPORT SCHEDULE

TYPICAL HOSTING CONTRACT - Clauses usually added specific to the bid

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