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2009 Special Olympics World Winter Games

Games Organizing Committee

After Action Report

Logistics

Colleen Walker, DirectorDon Schaff, Manager

Introduction

Logistics is an integral part to any major event. For the 2009 Special Olympics World Winter Games this functional area provided assets and support to 7 competition venues and 15 non-competition venues in four different cities within a 150 mile radius. We delivered nearly 5000 different items to these venues and supported the communications plan as well by assisting with cell phone dispersal and recovery. In addition to these support systems we also, in conjunction with the National Guard, oversaw the planning and execution of baggage delivery to all athletes at their various hotels, sometimes moving each person up to five times. At the conclusion of the games we recovered all assets from every venue, re-organized them, and assisted the Chief Financial Officer (CFO) with redistribution of these items to non-profit organizations.

Logistic After Action Report Outline

Section I. FUNCTION OVERVIEW

A. Overview/Purpose

Logistics worked with all venue directors to provide intake, storage, delivery and recovery of FF&E for the 2009 Special Olympics World Winter Games. We also worked with each venue director and functional areas (FA) to accumulate all FF&E requests for each venue. We received all games FF&E in the GOC warehouse and segregated items by venue. Logistics will prepared, packaged, delivered and recovered all FF&E to and from the venues.

B. Goals & Objectives1. Goals: The following is an excerpt from our Operations Plan:

“Receive material into the warehouse, accurately inventory, and control all Furniture, Fixtures, and Equipment (FF&E) donated, purchased, or borrowed for SOWWG venues.

Accurately prepare, package, and track the movement of all of FF&E to and from the GOC warehouse and all competition and non-competition venues.

Facilitate timely delivery of all venue FF&E in accordance with the Master “Load in / Load Out” Delivery Schedule.

Facilitate timely recovery, load-out, and redistribution of all venue FF&E to meet the needs of the GOC operations.

Develop with each venue team a process to identify a timelines for delivery of FF&E during build-out, games time operation, and recovery

2009 Special Olympics 2 of 99 March 2009World Winter GamesLogisticsAfter Action Report

Develop a comprehensive plan to conduct warehouse operations (including use of material handling equipment, vehicles, manpower, shift scheduled) to deploy FF&E to competition and non-competition venues.

Accurately identify all vehicles needed to meet Logistics Operations. Identify logistics volunteer commissioners to support all venue operations. Develop a logistics plan to efficiently and accurately transport

delegation/athlete baggage and equipment between the airport, delegation welcome center, hotels, and sport venues.

Develop and implement shipping and receiving practices to effectively manage the flow of goods and information to worldwide destinations in an efficient and economical manner while meeting GOC requirements.”

2. Objectives: The following are our objectives as outlined in our operations plan:

“To develop a solid logistics plan to efficiently manage the flow of goods, information, and other resources between a point of origin (Games Organizing Committee -- COG) and the point of consumption (competition and non-competition venues) in order to meet the requirements of the end user. Logistics Operations plan will involve the integration of information, transportation of assets, positive inventory control, warehousing, material-handling, and packaging. The (FIRST) database system was developed to facilitate these functions.”

C. Overview of Services

The services that logistics provided were intake, storage, delivery and recovery of FF&E for the 2009 Special Olympics World Winter Games. Logistics was also responsible for the athlete baggage plan, in conjunction with the National Guard, and for the cell phone distribution and recovery.

D. Key Responsibilities

1. Pre-Games: “Logistics will work with each venue director and functional areas (FA) to accumulate all FF&E requests for each venue. Logistics will receive all games FF&E in the GOC warehouse and segregate items by venue.

2. Games Time: “Logistics will prepare, package, deliver and recover all FF&E to and from the venues.” At the conclusion of the games, Logistics will recover, inventory, and segregated FF&E for reallocation.”

3. Post Games: “Logistics will work with the CFO to reallocate all FF&E to the proper owner, and/or non-profit agency receiving goods.

E. Legacy


Logistics does not have any physical legacy items. We would, however, suggest that Special Olympics International consider looking at the software system (FIRST) to be used from the beginning of the planning stage for the next games due its time-saving ability and ease of use in identifying FF&E needs.

Section II. SCHEDULES/TIMELINES/EVENTS

A. Schedules/Timelines

1. Pre-Games:There were approximately two years of planning that went into developing logistics fully to support the 2009 World Winter Games. The first year was spent planning for the invitational games and the remaining year was spent going over 2008 after action reports, reconfiguring policies and procedures and honing practices to ensure a successful 2009 event.

The information gathering procedures for needed equipment took up an enormous amount of time. The venue directors first provided excel spreadsheets with the needed Furniture, Fixtures, and Equipment (FF&E) to logistics. We then had to come up with a plan on how to compress all of this data into a total rollup of all needed items. We did this by purchasing a software system (known as FIRST) which was a web-based, secure, database system. We had to had input all of the venue directors needs into this system in order to get a rollup, and we were still receiving requests up until games time. This process could have been streamlined by having the software system in place to begin with and allowing the venue directors and functional area leaders to go directly into the software like a shopping cart and select the items that were needed and delete items that they no longer needed.

Not having a full time procurement department hampered the GOC’s ability to effectively identify like FF&E requirements across the venues and synergize the purchase of like items. Prior to games week venue directors used debit cards to purchase needed items which were not on-hand. A sound procurement process and inventory tracking system would have minimized over-ordering and last minute shopping.

2. Games


Load-in and load-out dates were efficient. The flexibility of the Idaho Air and Army National Guard was exceptional. The GOC was able to prioritize moving assets to venues based on venue agreements, truck availability, material handling equipment, and manpower. Having a well laid out plan and first-rate communications facilitated set up and tear down of each venue.

The FIRST system was used to create pick slips for items that needed to go to each venue, separated out by Functional Area and room location. This system could have worked much better, but because no everything that was asked for was procured it created confusion for the people that were pulling stock for shipment. For example, we had a listing of every item that all functional areas had asked for to go into the Center on the Grove, in the Command Post. However, not all of those items were procured so when the individual pulling the items received the pick slip they would have to check the main list of items we did procure to see which items they shouldn’t bother looking for. If we would have known farther in advance which items were not going to be procured we could have deleted them out of the system. Also attached, as Enclosure 4, are all of items that were requested for each functional area and/or venue director.

3. Post Games

It would also have been helpful to have a solid recovery plan before load out. If we could have known exactly were all items were going to be donated to, we could have delivered some of them directly to organizations that were to receive them. Instead we had to receive them back into the warehouse, organize them, house them, find out who was receiving them and then package them up for delivery or pickup.

B. Events

Logistics worked with the venue directors, the National Guard, and the DOD contractor to arrive at appropriate load-in and load-out times that would work for everyone involved. This was not finalized until the week of the games. Pre-planning had been done for these dates and times, but due to the DOD contract being awarded late we were not able to talk with the contractor to find out what their set up time schedule was and this caused us to have to re-evaluate our dates and times.

Section III. STRUCTURE AND SCOPE OF OPERATIONS

A. GOC Overall Organizational Chart and Function’s Role Within the Structure


1. Pre-Games: Logistics was responsible for attending all planning meeting that involved FF&E and/or movement of items.

2. Games Time: Logistics was responsible for delivery and recovery of all items to and from every venue.

B. Functional Structure

1. Pre-Games: Logistics originally started out with a Logistics Director, a Logistics Manager, a Warehouse Manager and two Logistics Coordinators. The Logistics Director moved into a role as the Military liaison and then the Logistics Director and Logistics Manager positions were combined into one (Logistics Director). An additional position was created for another Logistics Coordinator, who served also as a shipping and receiving manager. The Logistics Director reported to the Vice President of Support Services.

2. Games Time: The Logistics Director oversaw all operations and worked in conjunction with the National Guard, Venue Directors, and Logistics Venue Commissioners to ensure that all needs for every venue were being met. The Warehouse Manager oversaw all shipping and receiving of goods via DHL, FEDEX, UPS, and USPS. He also managed the logistics coordinators and interfaced with the National Guard on shipments to and from the venues.

3. Job Descriptions: Included in Enclosure 1 (Pages 15-23)

C. Venue Team Organizational Chart:

The Logistics Director was the coordinator between all Venue Commissioners and Venue Directors. Initially the Logistics Director and Logistics Manager were attending all the venue team meetings. Eventually logistics was able to fill every Competition Venue Commissioner position with one National Guard member and one General Venue Commissioner. We also had one individual that served at the Venue Commissioner for all Non-Competition venues in the Treasure Valley, one that did the same for McCall, and one in Sun Valley.

D. Venue Team Functions

The Logistics Venue Commissioners’ function at the Venue Team meetings were to glean information and give necessary input at the meetings. They would then report any pertinent information to the Logistics Director who would coordinate any additional needs for the Venue Director and relay this information back to the Commissioner.


During the games, at least one Venue Commissioner was required to be at the venues at all times to coordinate needs between the Venue Director and the Logistics Director.

E. List of Venues

Logistics had a presence at every venue, both competition and non-competition.

Section IV. GUIDELINES/RULES/POLICIES AND PROCEDURES

A. General Guidelines/Management Policies: Logistics had a very detailed operations plan that outlined all roles and responsibilities of logistics. It encompassed job descriptions, forms, FF&E plans, load-in and load-out procedures, and recovery details. This is included as Enclosure 1.

B. Functional Policies

Warehouse management also had two written procedures:

To facilitate shipping and receiving the warehouse manager developed a shipping template to capture the shipping requirements and all shipping details (address, contents, unit of issue, and points of contact). The shipping template was posted to the organizations shared drive for easy access to GOC staff members. This is included as Enclosure 2.

To facilitate cell phone inventory, issuance, distribution, and recovery of over 900 cellular telephones the warehouse manager developed an excel tracking tool to capture the make, model, phone numbers, and direct connect numbers for each unit. This is included as Enclosure 3.

C. Procedures: Pages 29-34 on the attached Operations Plan outline in detail the logistics procedures.

Section V. BUDGET


A. Initially Budgeted Revenue and Expenses

Logistics original planned budget was $103,000. Due to over-speculating for the amount of miles to be driven and the cost of gas the actual dollar amount spent was reduced. Also, there were many items the logistics team was able to borrow, or get donated so that the total amount spent was closer to $60,000. The breakdown of the budgeted items is included as Enclosure 5.

Section VI. KEY INTERFACES

A. Key Interfaces: The following is a listing of our key interfaces:

Idaho Air and Army National Guard Units -- Load-in and load-out dates were efficient. The flexibility of the Idaho Air and Army National Guard was exceptional. The GOC was able to prioritize moving assets to venues based on venue agreements, truck availability, material handling equipment, and manpower. Having a well laid out plan and first-rate commutations facilitated set up and tear down of each venue.

Trebar Inc. – Played a key role in providing 14 Kenworth heavy and medium duty trucks to meet all GOC logistics requirements. All trucks were well maintained, included lift gates, and had ample cargo capacity.

PODS Inc. Donated 26 Portable On Demand Storage (PODS) containers to facilitate early loading of venue supplies and equipment and timely transportation. Moving FF&E into POD containers in advance of load out dates reduced congestion in the warehouse and freed up much needed space. The PODS also doubled at extra store capacity at the venues.

DHL Inc. Provided international and domestic shipping services to meet all GOC shipping and receiving needs. DHL transported in excess of 700 inbound and outbound shipments totaling 29,400 lbs of freight. DHL provided use of a shipping scale and kept the GOC supplied with all necessary packaging materials.


Sprint Inc. Furnished the GOC with over 900 cellular phones and USB modems to meet communication requirements. The majority of all cellular phones were equipped with Nextel direct connect service which allowed instant direct talk service between users and the ability to program user groups. The sprint phones enhanced productivity and saved time communicating logistic requirements.

Tates Rental – provided phenomenal support to logistic GOC operations. Tates provided use of forklifts, material handling equipment, banding equipment, tables, chairs which facilitated warehouse operations and training requirements.

Section VII. FORMS, DIAGRAMS AND APPENDICES

A. Forms, diagrams, and appendices:

In our operations plan, which was given to all of our venue commissioners, we had maps and contact information for every venue. The operations plan is included as Enclosure 1 and all of the venue specific information is in the back of this Operations Plan.

We have also included a number of other enclosures that are listed below and referenced in the appropriate sections above.


Enclosures:

Enclosure 1 (Logistics Operations Plan)…………………………………………………………Pages 11-99

Enclosure 2……Logistics Shipping Form…………………………………………………………0

Enclosure 3……Logistics Cellular Phone Spreadsheet…………………………………….Pages 101-114

Enclosure 4……Final FF&E list……………………………………………………………………….Pages 115-189

Enclosure 5……Logistics Budget (pre and post games)………………………………….Pages 190-191


2009 Special Olympics World Winter Games

Idaho USA

Logistics Operations PlanColleen Walker, Logistics Director


Table of Contents

Logistics:

Overview…………………………………………………………………………3Objective………………………………………………………………………….3Goals………………………………………………………………………………3Logistics Overview……………………………………………………………..3Key Responsibilities……………………………………………………………3Job Descriptions ……………………………………………………………….4Responsibilities ……………………………………………………………….14Policies & Procedures ………………………………………………………..16Venue Specific Information...………………………………………………...21Shipping Info (Enclosure 1)…………………………………………………..69Receiving Form (Enclosure 2)………………………………………………..78Hand Receipt (Enclosure 3)…………………………………………………..79


1. Overview

a. Objective

To develop a solid logistics plan to efficiently manage the flow of goods, information, and other resources between a point of origin (Games Organizing Committee -- COG) and the point of consumption (competition and non-competition venues) in order to meet the requirements of the end user. Logistics Operations plan will involve the integration of information, transportation of assets, positive inventory control, warehousing, material-handling, and packaging. The (FIRST) database system was developed to facilitate these functions.

b. Goals

Receive material into the warehouse, accurately inventory, and control all Furniture, Fixtures, and Equipment (FF&E) donated, purchased, or borrowed for SOWWG venues.

Accurately prepare, package, and track the movement of all of FF&E to and from the GOC warehouse and all competition and non-competition venues.

Facilitate timely delivery of all venue FF&E in accordance with the Master “Load in / Load Out” Delivery Schedule.

Facilitate timely recovery, load-out, and redistribution of all venue FF&E to meet the needs of the GOC operations.

Develop with each venue team a process to identify a timelines for delivery of FF&E during build-out, games time operation, and recovery

Develop a comprehensive plan to conduct warehouse operations (including use of material handling equipment, vehicles, manpower, shift scheduled) to deploy FF&E to competition and non-competition venues.

Accurately identify all vehicles needed to meet Logistics Operations. Identify logistics volunteer commissioners to support all venue operations. Develop a logistics plan to efficiently and accurately transport delegation/athlete

baggage and equipment between the airport, delegation welcome center, hotels, and sport venues.

Develop and implement shipping and receiving practices to effectively manage the flow of goods and information to worldwide destinations in an efficient and economical manner while meeting GOC requirements.

c. Logistics Overview

Logistics will work with all venue directors to provide intake, storage, delivery and recovery of FF&E for the 2009 Special Olympics World Winter Games.

d. Key Responsibilities

Logistics will work with each venue director and functional areas (FA) to accumulate all FF&E requests for each venue. Logistics will receive all games FF&E in the GOC warehouse and segregate items by venue. Logistics will prepare, package, deliver and recover all FF&E to and


from the venues. At the conclusion of the games, Logistics will recover, inventory, and segregated FF&E for reallocation.


Job Description

Title: Logistics Director

Department: Logistics

Supervisor: Vice President, Operations & Support Services.

Overview: Oversee all logistics operations for the GOC.

Duties and Responsibilities:

Oversees and directs the Warehouse Manager, Logistics Coordinator, Military Warehouse Foreman, Warehouse Assistant Employees/Volunteers, Asset Manager, Volunteer Venue Logistic commissioners, and Venue Logistics leaders in logistics and warehouse operations.

Collaborates with each venue team to identify a timeline for FF&E delivery during build-out, games time operation, and recovery.

Identifies and implements Tracking and Delivery system (FIRST) to direct movement of FF&E to/from the GOC warehouse and venues

Directs transportation/movement of all FF&E to/from the GOC warehouse and venues. Ensures Venue Team Meeting are being staffed appropriately Oversees interface between warehouse operations and Military Support Develops baggage and transportation plan to move athlete baggage and equipment. Develops plans and procedures Directs the reallocation of all FF&E per disposition instruction from the GOC. Authors Logistics After-Action Reports


Job Description

Title: Warehouse Manager/Facilities Physical Plant


Supervisor: Logistics Director

Overview: The Warehouse Manager will oversee all operations of the warehouse.


Directs Logistics Coordinator, Warehouse Foreman, Warehouse Assistant Employees and Volunteers in logistics and warehouse operations.

Oversees Inventory counts and control Defines and identifies locations for staging on the warehouse floor Defines and marks each venue location where items will be venuized Defines needed locations in the warehouse necessary for Functional Areas to store supplies

i.e. Supplies for gift bags for Athletes, Medical, Merchandise, etc Stages and stores all Furniture Fixtures & Equipment (FF&E) received into the warehouse

until time of delivery to the venues Oversees receiving of all shipments and determines disposition instructions. Oversees all shipments to and from the venues. Oversees assigned vehicles and material handling equipment. Dispatches trucks to support logistics moves. Lifts packages/cargo – 50—80 lbs. Interfaces with FA, especially Sports and Marketing, for shipments to the warehouse or to

the appropriate venue(s). Communicates direct delivery (to venue) information is relayed to the appropriate Venue

Logistics Manager Works with Facility Manager to keep warehouse and docks clean and functioning Oversees all issues concerning facilities and warehouse Manages cell phone inventory, distribution, and recovery


Job Description

Title: Logistics Coordinator / Procurement


Supervisor: Warehouse Manager

Overview: Logistics Coordinator will document all shipments arriving and departing the GOC warehouse. Coordinate with Purchasing to reconcile all Purchase Orders and determine actual quantities received. Logistics Coordinator will aid the procurement process in ordering / purchasing assets for the GOC, developing relationships with vendors / organizations to create an efficient and effective procurement process, and returning unused assets at the end of the games.


Receives all FF&E donated, purchased, or borrowed Oversees receiving of all shipments and determines disposition. Oversees movement of shipments to and from the venues Lifts packages/cargo – 50—80 lbs. Interfaces with FA’s for shipments to the warehouse and appropriate venue(s). Ensures

information on direct deliveries is relayed to the appropriate venue logistics commissioner. Develops and maintains the Master Delivery Schedule. Authors Shipping and Receiving after action reports. Works with Business Development to identify must purchase items. Comparison shops to determine best value purchases Secures vendors for purchase of FF&E Works with Logistics Director and Business Development to purchase all FF&E needs for

games. Develops relationships with vendors. Develops process to return unused FF&E.


Job Description

Title: Military Warehouse Foreman


Supervisor: DOD Liaison

Overview: The Idaho National Guard will support logistics operations during the 2009 Special Olympics World Winter Games. They will provide support in transportation, warehouse operations and venue support. The military warehouse foreman will oversee military personnel and military equipment support.


Directs General Logistics Laborers in warehouse operations Assists in dispatch and warehouse operations based on direction from the Warehouse

Manager Assists with Venue Logistics based on direction from the Warehouse Manager Assists in Warehouse operations such as receiving, shipping and transportation of goods

based on direction from the Warehouse Manager Delivers all FF&E to each venue per Master Delivery Schedule Oversees and operates material handling equipment (forklifts, pallet jacks, 15’ and 24’ box

trucks) Lifts packages/cargo – 50—80 lbs. Recovers all FF&E from competition and non-competition venues


Job Description

Title: Asset Manager



Overview: The Asset Manager will develop and implement asset tracking procedures. The Asset Manager will coordinate with the Shipping and Receiving Manager, to ensure that all shipments received are appropriately tagged and tracked.


Develop asset tracking and tagging operations plan Work with Shipping and Receiving Manager to tag all assets as they are received into the

warehouse inventory Report to Risk Management and Finance on all GOC assets Assist Logistics Manager with tracking of assets Inventory recovered FF&E Assist with Liquidation and reallocation of FF&E after recovery Write Asset Management after-action report


Job Description

Title: Volunteer Venue Logistics Commissioner



Overview: The Venue Logistics Manager will develop the Logistics Operations Plan for their assigned venue and training the volunteer Venue Logistics Leaders.


Assists Venue Director in determining venue needs Attends all Venue Team Meetings for assigned venue Updates Venue Team book and relay important information to Logistics Director Provides feedback to other venue team members regarding questions pertaining to logistics During games-time, offers input for logistical flow and movements in and around their venue Updates Master Delivery Schedule with any additions, changes or deletions of FF&E for

their assigned venue. Works with the Venue Directors to develop a plan to distribute all the delivered FF&E

throughout the venue. Obtains current information on (logistic roadblocks). Works with the Venue Director to identify venue accessibility (loading/unloading zones,

material handling availability, stairs, doorways, ect.) Inputs information pertaining to deliveries at the venue into the FIRST system. Notes signage locations on a separate map, based upon needs defined by Venue Director. Obtains and annotate barricade locations from Transportation Director. Coordinates with Transportation Director on distribution and recovery of barricades at the

venue. Relays all information to the appropriate Volunteer Logistics Leaders (VLL) for their training

and preparation for the games. Is available to VLL and support/assists them in their role during the games. Assists in identifying waste management needs at the venues.


Job Description

Title: Venue Logistics Leader (VLL)


Supervisor: Volunteer Venue Logistics Commissioner (VLC)

Overview: The VLL will participate in all aspects of the planning, implementation and recovery of venue operations. They will work directly for their assigned Volunteer Venue Logistics Commissioner


Planning Phase

Attends Venue Team Meetings when available. Relays additions, changes or deletions of FF&E to the VLC Works with the Venue Team to develop a plan to distribute all the delivered FF&E

throughout the venues Obtains any and all information on direct deliveries to or pick-ups from the venue. Responsible for keeping a schedule of all deliveries and pick-ups to and from the venue. Inputs information into the FIRST system and Master Delivery Schedule. Delivers updates (questions and issues) during venue group meetings. Assists VLC in noting signage locations based on needs of the venue director. Assists VLC in noting barricade locations, based on need of the transportation director.

Implementation Oversees all deliveries and pick-ups to and from the venue. Participates in the build-out and tear down of the venue. Supervises General Logistics Laborers. Responsible for distribution of all deliveries throughout the venue, including food, this is

coordinated with the Food and Beverage Manager. Direct General Logistics Laborers in collecting all trash and recycling. Assists FA’s during event (i.e. moving items in the venue, work resupply issues, ect). Continually checks and updates the FIRST system on the status of re-supply items

and/or changes/additions to the venue.

Recovery Assists with recovery of all FF&E from the venue. Organizes venue loading zone for trucks picking up FF&E to go back to the warehouse. Identifies and labels any FF&E being picked up by other entities and schedules a dock

time for them. Sweep venue with General Logistics Laborers to ensure all FF&E is recovered.


Job Description

Title: General Logistics Volunteers


Supervisor: Venue Logistics Leader/Warehouse Foreman

Overview: The General Logistics Volunteers (GLV) consists of volunteers who work at a venue, function or activity during build-out, games time and recovery. GLV’s are deployed and assigned based on the needs of the warehouse and venues. As venues develop their operations schedule, GLVs will be assigned to specific locations.


Assist in build-out at the venue under the direction of a VLL unloading all deliveries to the venue and distributing FF&E to FA locations at the venue. (FA managers are responsible for setting up their space). FA’s can request assistance and it will be up to the VLL how much and when they can support the FA.

Assist in resupply of FF&E and provide logistics support per venue operations schedule. Assist in recovery at the end of the event by collecting all dispersed FF&E Assist in final venue clean up Perform other various tasks as requested by VLL/Warehouse Foreman Assist in performing waste management duties as assigned by the VLL/Warehouse

Foreman.


Identification of Venues

A venue is defined as a location where a program, sport, or event is taking place. An example would be DOL, which is Dollar Mountain, in Sun Valley. Snowboarding, which is a sport, is taking place at DOL, therefore DOL is a venue. A list of all Venue acronyms is included as enclosure (1).

During build-out venue directors will have Venue Team Meetings (VTMs) that are comprised of GOC, military, and volunteer personnel. A logistic team member is required at these meetings. To ensure continuity the same logistics team member should attend the same VTM. The individuals representing logistics at these meetings will keep a notebook of all meeting items pertaining to logistics and share this information with the logistics director.


2. Responsibilities

Each logistic team member must know his/her area of responsibility and timelines for providing logistical support. The main source of information regarding hours of operation for each venue, load in, load out, and support need is found in the Master Delivery Schedule. The following is a list of all responsibilities of members of the Logistics Team:

a. Build-out

Logistics Director

Oversee and direct all aspects of Logistical operations pertaining to the 2009 World Winter Games. Oversee and direct the operations of Logistics personnel and implement the FIRST system. Train all personnel required to use the FIRST system in its application. Gather FF&E lists, consolidate them and turn into Business Development.

Warehouse Manager

Build-out and operate the warehouse to receive and prepare all FF&E for delivery to the venues in accordance with the master delivery schedule and work collaborate with each venue volunteer logistic leaders.

Logistics Coordinator / Procurement

Oversee the receiving of FF&E and ensure all FF&E items match corresponding purchase orders. Additionally, the coordinator will assist in organizing supplies for the correct venue.

Military Warehouse Foreman

Assist the Warehouse Manager in developing warehouse operation plans to include prioritizing material handling equipment and shift schedules. The Military Warehouse Foreman will assist in organizing material for shipment to the venues, identifying vehicle requirements, and establishing loading priorities.

Asset Manager

Develop asset tracking and a tagging operations plan. The Asset Manager will be in charge of making sure all assets that come into the warehouse are tagged.

VLC

The VLC will work with venue directors to develop plans for distribution of all FF&E to all venues, note signage and barricade locations as well. The VLC will work with the Logistics Director on obtaining all information on direct deliveries and pick-ups.

VLL

The VLL is assigned to a venue to provide logistical support to the venue team. Each VLL will work with their VLC, who will assist them in creating a logistical operations plan for the venue


and a schedule of all activities at the venue. The VLL will note all modifications to FF&E requests for all the FAs in the venue team and relay them to the Logistics Director for input into the FIRST system. The VLL will distribute venue build out reports at meetings and have all FAs confirm the FF&E for their location on the report.

GLV

Perform any and all tasks assigned by their VLL/Warehouse Manager.

b. Games

Logistics Director

Oversee and direct all aspects of Logistical operations pertaining to the 2009 World Winter Games. Oversee and direct the operations of the warehouse and ensure that the FIRST system is being utilized to the best of its ability. Assist with technical support of the FIRST system for all off-site users.

Warehouse ManagerOversee Warehouse operations to support the 2009 Games with deliveries to the venues and

resupply when requested. Manage warehouse crew.


Oversee shipments to venues and work with the FA on these shipments.


Assist with Venue Logistics and coordinate delivery of FF&E to all venues.

Asset Manager

Assist Logistics Director with tracking

VLC

Support logistics by continuing to offer guidance, information, and solutions for complications at the venues. Coordinate Venue operations on-site.

VLL

Oversee the venue operations per their plan for that venue. Manage and supervise GLVs. The VLL will be available for pre-determined build-out days for their venue, defined by their venue team and the accessibility to the venue. The VLL’s first responsibility each day is to walk their venue and note where any help, repairs or resupply is needed. The VLL is required to stay at


least one hour after the last awards ceremony. The venue team will set their own schedules depending on the needs of the venue and sport.

GLV

Volunteers are assigned to a venue based on the activity and needs at a venue. VLL will coordinate with all the venues to identify when, where and how many GLVs are needed for each venue.

c. Post Games

Logistics Director

Oversee and direct all aspects of Logistical operations pertaining to the 2009 World Winter Games. Oversee and direct the operations of the warehouse and ensure that the FIRST system is being utilized to the best of its ability. Direct personnel in recovery and movement of FF&E back to the GOC warehouse. Determine best means to reallocate recovered items.

Warehouse Manager

Oversee recovery from the venues, manage warehouse staff to sort all FF&E based on disposition instructions. Conduct physical inventory of all return material and determine disposition instructions. Coordinate the return (delivery or pickup) of all borrowed FF&E to owners. Coordinate the return of any donations of FF&E to the appropriate person or organization.


Oversee shipments from all venues. Ensure Master Delivery Schedule is adhered to.


Assist with recovery.

Asset Manager

Take inventory of all assets upon recovery back to the warehouse. Assist with liquidation and reallocation.

VLC

Assist with recovery of barricades and signage.

VLL

Once their venue is recovered, debrief with the VLC. After this is complete and the venue is closed completely, the VLL can continue to participate with Logistics at the warehouse if they so desire.


GLV

Assist in the warehouse with duties as assigned by the VLL.


3. Policies, Procedures & Protocol

FIRST System The FIRST system is a Tracking and Distribution System that functions to follow all FF&E from Receiving to Liquidation. The Logistics Director will accumulate all FF&E requests from all FAs and venues.

Each FA is responsible for inputting their FF&E requests into the FF&E Template (enclosure (2). The Logistics Director will convert existing data into the system.

Pick Slips are also printed from FIRST. Warehouse staff will pull FF&E from the Pick Slip, palletize, shrink-wrap and mark with pallet numbers. Once a Pick Slip is complete and signed off by the VLL, the information is input into FIRST to create a Delivery Slip.

The Delivery Slip will have an assigned tracking number, along with venue name, date to ship and time to deliver and any special instructions for the VLC at the venue. The Delivery Slip will prompt the order to be staged, Quality Controlled (QC’d) and loaded into a truck for transportation to the appropriate venue. Once the truck is ready for shipment four (4) copies of the Delivery Slip are created. Three (3) copies will go with the driver and one (1) copy will remain with the Logistics Coordinator. Of the three (3) copies that go with the driver, two (2) will be left at the venue with the VLC and one (1) signed copy will return to the Logistics Coordinator at the warehouse, where it will be filed as completed.

Once the venue is ready to recover all FF&E, FIRST will accumulate all FF&E sent to the venue and produce an Asset Recovery Report for the VLC to use during the recovery process. This listing will consist of all the FF&E sent to the venue with the total quantities included.

Warehouse OperationsAll FAs that turn in FF&E requests, must notify logistics of the shipment via email. Items received will be placed in the warehouse by venue, sports, or general commodities. General commodities will be organized by “like” items and stored until time of need. If an individual or FA is expecting a shipment, negotiations can be made for the individual(s) or FA to be notified once the shipment is received at the warehouse. Items may be viewed during regular warehouse business hours ONLY by appointment. Please note that security will be in place at the warehouse.

The warehouse functions and operates in the following ways:

ReceivingAs FF&E is received at the warehouse, there are three steps to be completed:

1. Any and all packages with either bill of ladings or packing slips must be obtained. Packages are then matched with their bill of ladings or packing slips to insure that the shipment is accurate and packages are not damaged.

All bill of ladings and packing slips are then stamped “Received”, signed and dated by the receiving party. The documents are then given to the Logistics Coordinator, where they are photocopied. One copy is sent to the Finance Department. Original bill of ladings and packing slips are kept by the Logistics Coordinator to be filed.


2. FF&E and all information about the item(s) are then entered into FIRST. Information includes item description, source, price (or value if VIK), disposition, unit of measure, any specific information, etc. All shipments of FF&E directly to the venues will be received by the VLC, who will fill out a Special Delivery Logistics Form (see enclosure (4)) and attach any paperwork that accompanies the shipment to the form. All of this paperwork must be turned into the Logistics Coordinator for entry into FIRST.

3. Logistics Coordinator will enter the received goods into the inventory in FIRST.

IMPORTANT: The FA is responsible for contacting logistics and submitting written instructions on what to do with any sensitive shipments that are to be sent to the warehouse. It is VERY IMPORTANT that logistics know ahead of time about sensitive shipment.

Asset Tagging

Some FF&E will need a 2009 Games tag which will be determined by Logistics, based on the sensitivity of the item and input from FA on the value of items.

Put Away

The shipment is put away based on information received from a FA before the shipment arrives or documentation that arrives with the shipment. FF&E is first venuized where applicable, and then placed in the general warehouse with like items.

Staging

Deliveries are staged in the shipping lanes the day before or day of shipment, depending on the date, time of delivery and dock space available. Some shipments may be staged and loaded into a delivery vehicle as soon as the shipment and the vehicle are ready. Deliveries are lined up in a staging line in front of the dock door. Once everything is staged, the Warehouse Crew will QC the order to make sure all the FF&E is there and all pallets are in the right order.

Delivery and Transportation

Drivers get a vehicle assignment and three (3) copies of the Delivery Slip. Two are left at the venue; one is signed and returned to the warehouse for filing. Once an order has left the warehouse the Logistics Coordinator will enter this information into FIRST. Radio contact will be maintained with the driver through delivery and return to the warehouse.

Re-supply Orders

Re-supply requests are entered into FIRST. Re-supply deliveries will be created based on continuous monitoring of the FIRST system. The orders can be picked up or delivered by the warehouse by the VLC or VLL. If the VLL cannot make the pick up, they must call the warehouse and identify who will be picking up the order.

If there is an item that needs urgent attention the VLC will put the item into FIRST and then call the Warehouse Manager to notify him of the situation and find out when the first available delivery of said items can be made.


Recovery at the Venue

Recovery starts as soon as the last scheduled event at that venue ends. This is determined by the VLC and confirmed with the Venue Director. ALL FA NEEDS TO PACK UP ALL THE FF&E IN THEIR AREA . RECOVERY IS A TEAM PROJECT THAT INCLUDES EVERYONE. The VLC will order recovery vehicle to be on site at the time that is pre-designated by the Venue Director. The storage container on-site can be packed with FF&E so it can be secured if warehouse vehicles become full. Working out a good recovery operations plan for the venue will be crucial in securing all FF&E. VLC will work with Venue Directors and the venue team, so that all FF&E is re-palletized, loaded into the trucks, marked with which venue they are coming from, unloaded and sorted at the warehouse.

Recovery at the Warehouse

When the trucks return to the warehouse, the Logistics Coordinator enters the item location into FIRST. The trucks are then unloaded and inventory sorted into like items.

Logistics Support CenterThe Logistics Support Center (LSC) is the base operations for Logistics before, during and after the games. The LSC will be at the Main Area Command and will interface with the Military Support Center for all orders/requests that come into the warehouse. All orders/requests are input into the notification system in FIRST. If someone takes a call it is their responsibility to alert the Shipping and Receiving Manager who enters the request into FIRST. The LSC is always staffed. IF YOU GET VOICE MAIL WHEN YOU CALL, THAT MEANS ALL PHONES ARE IN USE. LEAVE A MESSAGE INCLUDING A PHONE NUMBER SO WE MAY RETURN YOUR CALL. Every effort will be made to return the call within 30 minutes.

Military Support CenterThe Military Support Center (MSC) works in conjunction with LSC and oversees all assignments to military personnel. Once a request comes into the LSC and is entered into FIRST, it is viewable by the MSC.

Venuization ProcessAll FF&E that is received into the warehouse will be located in the proper venue location or warehouse locations. Items placed in venue locations will be based on information received by the warehouse manager. The Warehouse Manager and the VLC for a venue should coordinate a time to meet at the warehouse on a regular basis once the venue location starts to accumulate FF&E. Any members of the venue team can be included in one or more of these meetings.

Regardless of means of delivery, it is important that FF&E be grouped together and marked by the Warehouse Manager and VLC so the proper FF&E goes to the venue when it needs to be there. Once FF&E has been grouped for a delivery, it needs to be palletized, shrink wrapped and marked with pallet numbers.


Inventory ControlIt is the policy of Logistics to control all assets coming in and going out of the warehouse as well as to the venues. Asset Management will be performed by the Department of Logistics and controlled by identification tags and/or serial numbers. Logistics will conduct random inventory control of FF&E. No items will be delivered or released from the warehouse unless properly marked by Logistics as FF&E of the 2009 Games. During recovery, all assets will be returned to the warehouse for sorting, clean up and inventory. Paperwork will assist all deliveries, pick-ups and recoveries.

Shipping DepartmentWhen items are ordered a Purchase Order (PO) is generated by the FA and sent to Finance. After approval by finance the PO is given a logistics number and is scanned and emailed to the Logistics Coordinator. He/She then enters this information into the Purchase Order Tracking Sheet and places the PO in the PO tracking binder. After the FA submits the PO they should contact the Warehouse Manager to arrange for shipping. DHL is our shipping sponsor and when possible they should always be used first. Please see enclosure (1) for DHL shipping procedures and shipment request. When the item is received into the warehouse the Shipping and Receiving Manger updates the PO Tracking Sheet with the date received and gives the items to the Warehouse Manager for dispersion into the proper area of the warehouse. If items do not have a bill of ladings when they are received then the “Receiving Form” (Enclosure (2) is used to hand write the contents of the package . If someone is borrowing something from the warehouse to use pre-games time, then the “Hand Receipt” (Enclosure (3) is used. When the time comes for shipment to the venue the items are placed on the pick slip and loaded into the appropriate vehicle for delivery or staged for pick up.

Shipping Procedures (Shipments to a venue)

The warehouse manager and warehouse crew stages orders for Shipping. Shipping checks to see if any other orders are going to the venue that day or first thing

on the next day. If Shipping finds another shipment going to the same venue, they are to contact LSC to see if orders can be combined.

Shipping will assemble the necessary help to get the order ready for delivery. Shipping will mark the lane to be used for an order. If an order to be shipped is from the venue location at the warehouse, the special

instructions will state which pallets to ship; otherwise order will be picked from the general warehouse.

While the order is being staged, the Military Warehouse Foreman contacts the Logistics Dispatcher to get a vehicle assigned to a dock for the order to be loaded in. The Logistics Dispatcher can assign any of its drivers to back the vehicle up to the dock.

When all items on the pick slip are in the lane, the order is QC’d to confirm all the FF&E that was picked is in the lane.

Once the pick slip is QC’d, the order is confirmed in FIRST and a delivery slip is created. In some instances an order may be pre stage in a POD before shipment. In this

instance the Logistics Coordinator ensures that all FF&E items that need to go to that particular venue are in the POD to go to that venue. After he has verified all items are accounted for he contact the Logistics Dispatcher who then contacts the PODs company to schedule a pick up and delivery to the venue of the POD. Once the POD arrives at the venue the VLC proceeds with unloading.

IT IS THE FUNCTIONAL AREAS RESPONSIBILITY TO UNPACK AND SET UP THEIR OWN ITEMS ONCE LOGISTICS HAS LOADED THEM INTO THEIR AREAS. IT IS


ALSO THE FA’S RESPONSIBILITY TO REPACK ITEMS INTO THEIR BOXES PRIOR TO LOAD OUT.

Warehouse TransportationWarehouse Transportation is responsible for moving FF&E from the warehouse to the venue and from the venue to the warehouse. Warehouse Transportation will enter all deliveries and their status into FIRST.

Warehouse Transportation Procedures

Delivery Slips are delivered to Warehouse Transportation. Warehouse Transportation should already be aware of an order as Shipping contacted them earlier requesting a vehicle for the order to be assigned to a dock and parked at that dock. Warehouse Transportation can assign any of its drivers to back the vehicle up to the dock. A different driver may be assigned to make the delivery. These are recognized as two different functions:

Driver who gets the appropriate vehicle backed up to the dock for loading Driver who delivers the order to the venue

Warehouse Transportation assigns a driver with a cell phone or radio and a vehicle to make the delivery. If the driver is military, coordination with MSC is required.

Warehouse Transportation must determine if additional support needs to follow delivery for quick and efficient off loading at the venue. If additional support is needed, coordination with MSC is required. They will assign a team to follow the delivery.

Warehouse Transportation dispatches the driver and enters this information into FIRST with an ETA.

DeliveryDeliveries are dispatched from the warehouse to the venue based upon schedules set by the Logistics Dispatcher.

Pick UpsAny orders can be picked up by the VLC or venue representative provided the VLC has informed the warehouse manager. This is especially efficient once the 2009 Games start as warehouse is open and pick-ups can be done in the evening or early morning.

Phone CallsPhone calls into the warehouse must be answered. If you need to leave your post, find someone to cover the phones until you are back. Consistently check voice mail and KEEP VOICE MAILBOXES EMPTY. If a call comes in, whoever takes the call must act immediately. If you are not sure what to do, find your supervisor or someone who can help. If you cannot find someone, start making calls to warehouse personnel’s cell phone.

Phone LogsAll phones have a phone log next to them. LOG ALL CALLS. Act on order/request. Go back and complete log entry so everyone will know the order/request is complete.


RecoveryAt the completion of the event, the VLC secures, stages, and prepares to load all FF&E from the venue. It is important that all venue teams keep communication flowing and complete venue recovery process. Warehouse dispatches a truck(s) to the venue to recover all FF&E. FF&E is sorted and processed for disposition at the warehouse. All FF&E that must be returned to owners are dispatched from the warehouse unless arrangements are made for pick up from the venue or warehouse.

***PRIORITY ITEMS such as technology and all other high-priced items must be secured immediately upon completion of the event.


LOGISTICS VENUE

Venue name: Church of the Big Wood (BWC) – Dining HallType: Non-Competition

Venue Director: Hallie StollerPhone: 208.377.7178

208.919.1552

Logistics Venue Commissioner: Thomas RasmussenPhone: 869.2158

Address: Presbyterian Church-Big Wood100 Saddle RdKetchum, ID 83340(208) 726-5123

General Logistics Volunteers: None

Load In Date / Time: Load in 6 Feb (after 6pm) and 7 Feb

Load Out Date / Time: Load out 13 Feb after breakfast 10am

Trucks / Pods: Reefer trucks on site, no Pods.

Other: Church Staff will clear the parking lot. Load in and out will happen through gym entrance.


http://maps.google.com/maps?hl=en&um=1&ie=UTF-8&q=Presbyterian+Church-Big+Wood&fb=1&latlng=0,0,3190840069568086959&near=Ketchum,+ID&oi=manybox&ct=11&cd=1&resnum=1

http://maps.google.com/maps?hl=en&um=1&ie=UTF-8&q=Presbyterian+Church-Big+Wood&fb=1&cid=0,0,3190840069568086959&near=Ketchum,+ID&oi=manybox&ct=10&cd=1&resnum=1


Parking Lot

LOGISTICS VENUE

Venue name: Church of the Big Wood (BWC) – UDACType: Non-Competition


208.919.1552

Logistics Venue Commissioner: Colleen WalkerPhone: 761.2339

Address: Presbyterian Church-Big Wood100 Saddle RdKetchum, ID 83340(208) 726-5123

General Logistics Volunteers: 15 Load in/ 7 Load out

Load In Date / Time: Load in 23 Jan (3pm)

Load Out Date / Time: Load out 25 Jan (6 – 10pm)

Trucks / Pods: No trucks or pods during UDAC only Games time

Other: Church Staff will clear the parking lot. Load in and out will happen through gym entrance.


http://maps.google.com/maps?hl=en&um=1&ie=UTF-8&q=Presbyterian+Church-Big+Wood&fb=1&latlng=0,0,3190840069568086959&near=Ketchum,+ID&oi=manybox&ct=11&cd=1&resnum=1

http://maps.google.com/maps?hl=en&um=1&ie=UTF-8&q=Presbyterian+Church-Big+Wood&fb=1&cid=0,0,3190840069568086959&near=Ketchum,+ID&oi=manybox&ct=10&cd=1&resnum=1


Parking Lot

LOGISTICS VENUE

Venue name: Bogus Basin (BBS) – Alpine SkiingType: Competition

Venue Director: Steve TrimblePhone: 208.380.3655

Logistics Venue Commissioners: Lee EnglesbyPhone: 867.1240

Joe Stark

Address: Bogus Basin Ski Resort2600 Bogus Basin RoadBoise, ID 83702(208) 429-6592

General Logistics Volunteers: 5

Load In Date / Time: 2 – 5 Feb (8am-5pm)

Load Out Date / Time: 13 Feb

Trucks / Pods: Reefer truck (FSA), 1 POD

Other: General logistics volunteers will aid environmental / recycling management during

games week upon completion of load in operations.


http://maps.google.com/maps?hl=en&um=1&ie=UTF-8&q=Bogus+Basin+Ski+Resort&fb=1&latlng=0,0,8982096758872052895&near=Boise,+ID&oi=manybox&ct=11&cd=1&resnum=1

LOGI


STICS VENUE

Venue name: Sun Valley Resort (SVR) – Cross Country SkiingType: Competition

Venue Director: Jason BalkenholPhone: 208.571.9685

Logistics Venue Commissioner: Thomas RasmussenPhone: 869.2158

Address: Sun Valley Road Sun Valley, ID 83353(208) 622-4111 (208)-622-2251(208)-622-2248


Load In Date / Time: 4 – 7 Feb (8am – 4pm)

Load Out Date / Time: 13 – 15 Feb (8am – 4pm)

Trucks / Pods: 1 work trailer, Reefer box truck, 1 POD

Other:

Load in and out occurs from a parking area directly across from the resort entrance on Sun Valley Road… see map.

Snowmobiles / Gators General logistics volunteers will aid environmental / recycling management during



Parking Area to Stage all FF&E supplies…

LOGISTICS VENUE

Venue name: Dollar Mountain Lodge (DOL) – SnowboardingType: Competition

Venue Director: Ashley CrawfordPhone: 208.571.9315

Logistics Venue Commissioner: 1Lt Clinton MillerPhone: 272.4141

891.9496 cell

Address: Elkhorn Road Sun Valley, ID 83353(208)-622-2251



Load In Date / Time: 4 – 7 Feb (11am start)

Load Out Date / Time: 12 – 13 Feb (7am start)

Trucks / Pods: 2 Pods for dry storage

Other:

Load in and out occurs at the west side parking lot off Dollar Road. See map. General logistics volunteers will aid environmental / recycling management during




Pod (X2) placement is to the left of Security Ops

LOGISTICS VENUE

Venue name: Qwest Arena (QWT) – Figure SkatingType: Competition

Venue Director: Jackie WoodlandPhone: 208.571.9719

Logistics Venue Commissioners: Jayne BlackPhone: 208.761.3210

LTC Daniels

Address: Qwest Arena233 S Capitol BlvdBoise, ID 83702-7220(208) 424-2200

General Logistics Volunteers: 3 (can pull more from the COG if necessary)

Load In Date / Time: Load in 5 Feb

Load Out Date / Time: Load out 12 Feb (by midnight)

Trucks / Pods: None

Other: Load in point (truck arrival) is located off Capitol Blvd. General logistics volunteers will aid environmental / recycling management during




Truck Dock load in point. Entrance is off Capitol Blvd

Elevator

LOGISTICS VENUE

Venue name: Expo Idaho (EXP) – Floor HockeyType: Competition

Venue Director: Jesus CabreraPhone: 208.571.9086

Logistics Venue Commissioners: Angie WestPhone: 440.5843 / 345.2249

Lt. Col Heuring921-4277

Address: Expo Idaho5610 GlenwoodBoise, ID 83714(208) 287-5650

General Logistics Volunteers: 10 (fluctuates to as many as 20 counting the community service work crew that is doing waste management and floor hockey construction)

Load In Date / Time: Load in 2 – 4 Feb (8am)

Load Out Date / Time: Load out 12 – 14 Feb (3pm start – finish 1200 on 13 Feb)

Trucks / Pods: Reefers, 10 PODS

Other: Sport courts delivered directly to venue by logistics from a warehouse off Gowen Rd. Load in and out is through back doors on Livestock Avenue (see map)


http://www.mapquest.com/directions/main.adp?2a=5610+glenwood&2c=Boise&2s=ID&2z=83714&2y=US&cid=lfddlink

General logistics volunteers will aid environmental / recycling management during games week upon completion of load in operations.

Dinosaur


LOGISTICS VENUE

Venue name: Idaho Ice World (IIW) – Speed SkatingType: Competition

Venue Director: Michael MassettPhone: 208.571.9397

Logistics Venue Commissioners: Elaine AndersenPhone: 319.2160

Chief Mungo

Address: Idaho Ice World7072 Eisenman RoadBoise, ID 83706(208) 331-0044


Load In Date / Time: Load in 2 – 4 Feb (8am start)

Load Out Date / Time: Load out 13 – 15 Feb (3pm start)

Trucks / Pods: 2 (see map)


games week upon completion of load in operations. We have secured an empty store at the Factory Outlet Mall to store Speed Skating

Pads pre-games. These pads will be coming from four different cities across the US and will need to be returned to their original owners after the games are over.


LOGISTICS VENUE

Venue name: Ponderosa State Park (PON) – SnowshoeingType: Competition

Venue Director: Erin RoperPhone: 208.571.9197

208.919.1183

Logistics Venue Commissioner: Dean HaggermanPhone: 208.608.3353

Address: Ponderosa State Park McCall, ID 83638(208) 634-2164

General Logistics Volunteers: 5 and 18 Military

Load In Date / Time: Load in 2 –7 Feb (3pm)

Load Out Date / Time: Load out 13 – 16 Feb (complete by 5pm)

Trucks / Pods: 1 Reefer, 1 Pod, 1 Box Reefer




LOGISTICS VENUE

Venue name: Center On the Grove (COG) – SO Town, Dining Hall Type: Non - Competition

Venue Director: Kim ThorntonPhone: 208.380.3401

Logistics Venue Commissioner: Jayne BlackPhone: 208.761.3210

Address: Boise Center on the Grove850 Front StreetBoise, ID 83702(208) 336-8900


Load In Date / Time: Load in 4 Feb (8am)Load in for Special Olympics Festival 7 Feb (8am)

Load Out Date / Time: Load out 14 Feb

Trucks / Pods: 1 POD

Other: Load in / out dock located off 9th Street POD will be located on the truck ramp


http://maps.google.com/maps?hl=en&um=1&ie=UTF-8&q=boise+center+on+the+grove&fb=1&cid=0,0,5549487195581958376&sa=X&oi=local_result&resnum=1&ct=image


Loading zone / docks located off 9th Street

LOGISTICS VENUE

Venue name: Wood River Community YMCA (WRY) – SO TownType: Non - Competition

Venue Director: Hallie ShealyPhone: 208.721.7902

Logistics Venue Commissioner: Thomas RasmussenPhone: 208.869.2158

Address: Wood River Community YMCA101 Saddle RoadKetchum, ID 83340208.727.9622


Load In Date / Time: Load in 6 Feb (8am – 6pm)

Load Out Date / Time: Load out 13 – 14 Feb

Trucks / Pods: None

Other:


http://maps.google.com/maps?hl=en&q=101+saddle+road+ketchum+idaho&um=1&ie=UTF-8&sa=X&oi=geocode_result&resnum=1&ct=image

LOGISTICS VENUE

Venue name: Student Union Building (SUB) – Healthy AthletesType: Non - Competition

Venue Director: Drew ChoulesPhone: 208.919.1373

Logistics Venue Commissioner: Craig KjarPhone: 606.440.1108

Address: Boise State University1910 University Dr # 1320Boise, ID 83725(208) 426-




Trucks / Pods: 1 POD

Other:


http://maps.google.com/maps?hl=en&um=1&ie=UTF-8&q=Boise+State+University&fb=1&latlng=0,0,14878523677301459166&near=Boise,+ID&oi=manybox&ct=11&cd=1&resnum=1

http://maps.google.com/maps?hl=en&um=1&ie=UTF-8&q=Boise+State+University&fb=1&cid=0,0,14878523677301459166&near=Boise,+ID&oi=manybox&ct=10&cd=1&resnum=1

LOGISTICS VENUE

Venue name: Grove Hotel (GRV) – Guest Services Ops Center / SOI BOD MeetingType: Non - Competition

Venue Director: Gail HawkinsPhone: 208.919.1599


Address: Grove Hotel245 S Capitol BlvdBoise, ID 83702(208) 333-8000


Load In Date / Time: Load in 4 (8am – 3pm)

Load Out Date / Time: Load out 14 Feb (2pm – 5pm)

Trucks / Pods: None

Other:


http://maps.google.com/maps?hl=en&um=1&ie=UTF-8&q=grove+hotel+boise&fb=1&cid=0,0,14575153552115169765&sa=X&oi=local_result&resnum=1&ct=image

LOGISTICS VENUE

Venue name: Home Court YMCA (HCY) – Family ReceptionType: Non - Competition

Venue Director: Anita BurgessPhone: 208.571.9056


Address: 936 W. Taylor AveMeridian, ID 83642208.855.5711


Load In Date / Time: Load in 12 Feb (9am)

Load Out Date / Time: Load out 13 Feb (6:30pm)

Trucks / Pods: None

Other:


LOGISTICS VENUE

Venue name: Boise Airport (BOI) – Pickup DelegationsType: Non Comp

Venue Director: Brett BroekPhone: 208.919.1547

208.377.7179


Address: 3201 Airport WayBoise, ID 83705United StatesPhone: (208) 383-3110

General Logistics Volunteers: None, Military will supply necessary baggage handlers

Load In Date / Time: Load in 31 Jan


Trucks / Pods: None permanently stationed, however box trucks will be used heavily

Other: Baggage processing led by Allen Crist Idaho ANG


LOGISTICS VENUE

Venue name: Bogus Creek Ranch (BCR) – Torch Run Reception; Healthy Athletes Reception

Type: Reception


208.377.7163


Address: Bogus Creek Outfitters7355 S. Eagle RoadMeridian, ID(208) 887-7880




Trucks / Pods: None

Other:


LOGISTICS VENUE

Venue name: Bronco Gym (BRG) – Credentialing - UDACType: UDAC


208.919.1552


Address: Bronco GymBoise State University1404 Bronco CircleBoise, ID 83706


Load In Date / Time: Load in 11 – 14 Jan (Starts at noon on the 11th)

Load Out Date / Time: Load out 25 Jan (6 – 10pm)

Trucks / Pods: None


Bronco Gym

Other: Americorps Volunteers will help start the load in on Sunday the 11 th and any remaining load in will be completed on the 12th with the assistance of the military and general volunteers.


LOGISTICS VENUE

Venue name: Idaho Center (IDC) – OCR/CCRType: Ceremonies

Venue Director: Robin MeierPhone: 208.571.9024

208.377.7231


Address: Administrative Office16200 Idaho Center Blvd.Nampa, ID 83687Open Monday through Friday from 9:00 am to 5:00 pm


Load In Date / Time: Load in 2 – 6 Feb (8am) (We will Load in on the 6th)


Trucks / Pods: None


Other:

Dimensions Arena 120,000 sq ftFloor 130 x 240 open floor84 x 240 with lower seats

Seating Capacity of 12,279Intimate theater setting for 2,500

Stage Staging Concepts 60 x 40 from 4 to 6 ft high with 12 x 24 wingsRamp or Forklift loading/unloadingThree trucks at once in and out!

Scoreboard Full Matrix board (Open steel over arena floor)

Sound Bose PA system, exceptional for all events

Lights State of the art lighting, excellent for all televised eventsStair and aisle lighting for patrons

Electrical 1 - 800 amp, 2 - 600 amp, 1 - 400 amp, 2 - 200 amp and 1 - 200 amp at mid-floor

Rooms Four Dressing/Locker RoomsStar Dressing RoomTwo Production RoomsOne Large Green RoomOne All-Purpose RoomThree OfficesOne Training RoomOne Multi-purpose/Catering Room


LOGISTICS VENUE

Venue name: BSU Sky Box (SKB) – Founder’s Reception; Healthy Athlete ReceptionType: Receptions


208.377.7163


Address: Boise State University 1400 Bronco LaneBoise, ID 83725(208) 385-1600


http://maps.google.com/maps?ll=43.602786,-116.19585&spn=0.01,0.01&q=43.602786,-116.19585

http://maps.google.com/maps?ll=43.602786,-116.19585&spn=0.01,0.01&q=43.602786,-116.19585



Load Out Date / Time: Load out 8 Feb (8am)

Trucks / Pods: None

Other:


LOGISTICS VENUE

Venue name: 8th Street Market (8th) – Main Family CenterType: Receptions

Venue Director: Carrie LeavittPhone: 208.919.1235

208.377.7153


Address: Main Family Center4055 8th Street, Suite 170Boise, ID 83702208.381.8000


Load In Date / Time: Load in 31 Jan (10am)

Load Out Date / Time: Load out 15 Feb (9am)

Trucks / Pods: None

Other:


LOGISTICS VENUE

Venue name: Shore Lodge (SHO) – Dining Hall, SO TownType: Non - Competition

Venue Director: Hallie StollerPhone: 208.919-1552


Address: 501 West Lake StreetMcCall, ID 83638800.657.6464




Trucks / Pods: Reefer, POD

Other: All vehicles must park across the street and carry goods into the lodge


http://maps.google.com/maps?hl=en&um=1&ie=UTF-8&q=501+West+Lake+Street+mccall+id&fb=1&cid=0,0,1367572212181841538&sa=X&oi=local_result&resnum=1&ct=image


Parking area across from Shore Lodge. FF&E will load in /out from here to an access point on the right side of the building lower level.

Highway 55

LOGISTICS VENUE

Venue name: First Idaho Bank McCall (FIB) – UDACType: Non - Competition


Logistics Venue Commissioner: Colleen WalkerPhone: 761.2339

Address: 475 E Deinhard LnMccall, ID 83638(208) 634-1000



Load Out Date / Time: Load out 22 Jan

Trucks / Pods: None

Other: Truck that goes up on the 21st will remain there overnight and come back the next day.


LOGISTICS VENUE

Venue name: McCall Hospital (MCH) – Urgent Care Center McCallType: Non - Competition

Venue Director: Debi DrakePhone: 208.919.1005


Address: 1000 State StMcCall, ID 83638



Load Out Date / Time: Load out None

Trucks / Pods:

Other:


LOGISTICS VENUE

Venue name: Delegation Welcome Center (DWC) -- Factory Outlet Type: Non - Competition

Venue Director: Ashley CollierPhone: 208.380.3494


Address: 7024 S. Eisenman RoadBoise, ID 83716208.343.8822

General Logistics Volunteers: Fluctuating numbers of military personnel



Trucks / Pods: None

Other:


LOGISTICS VENUE

Venue name: World Headquarters (WHQ) - WarehouseType: Non - Competition


Logistics Venue Commissioner: Colleen WalkerPhone: 208.761.2339

Address: 3150 W Main StBoise ID, 83702208.377-7183

General Logistics Volunteers: Fluctuating numbers of military personnel and 20 general volunteers

Load In Date / Time: None

Load Out Date / Time: None

Trucks / Pods: None (Any vehicles or PODs that are not in use will be parked here)

Other:


Shipping Request WorksheetPlease fill out (typed or legibly handwritten) the tables below and bring a printed copy with item to the shipping department. Thank you.

From:

Street Address:

City: State: Zip:

Sent By: Phone Number:

To:

*Street Address:

City: State: Zip:

Attention: Phone Number:

Description:

Quantity:

Declared Value ($):

Please check one:

Ground service: Next Day Air: International Overnight Air:

Justification for Next day/Overnight:

Special instructions:


I certify that the above shipment is official business for the 2009 Special Olympics World Winter Games (Signature).___________________________________ Enclosure (1)

DHL Protocol Document (Ground)

You have been sent the enclosed DHL shipping labels to send boxes of equipment via DHL Ground to Boise, Idaho (2009 Special Olympics World Winter Games Headquarters, 3150 W. Main St., Boise, ID 83702 ATTN: Shipping and Receiving) for the 2009 Special Olympics World Winter Games. Please note that the average time for DHL Ground Shipments is 2 to 7 business days depending on location.

Please note: The tracking numbers provided to you for this shipments are: _________________.

Upon receipt of these labels please follow these instructions:

1. Contact Colleen Walker at the 2009 Special Olympics World Winter Games headquarters at [email protected] or (208) 377-7243 to let her know that shipping labels have been received.

2. Pack shipments in appropriate sized boxes, not to exceed 150 lbs/box. You must use your own packaging, DHL boxes may not be used to ship Ground.

3. Complete sender information. Please keep the “Sender Account Number” blank.

4. Complete section 2 using the address:

2009 Special Olympics World Winter Games Headquarters

3150 W. Main St., Boise, ID 83702

ATTN: Shipping and Receiving

(208) 377-7234

5. Complete the “description” line in section 2. Please give as accurate and detailed a description as possible.


mailto:[email protected]

6. In section 2, sign and date the document under “sender’s signature.”

7. In section 3, please check 3rd Party and fill in the account number 965993553.

8. In section 4, please include the weight of the box being shipped.

9. Photocopy the shipping label and include inside of the box.

10. Securely tape up the box and attach the DHL Ground Shipping Label using a DHL sleeve provided or a clear, plastic Ziplock bag.

11. Please complete these steps for each DHL Ground Shipping label. Each box needs its own label and individual tracking number. Be sure to keep a sender’s copy of each label for your records.

12. Call DHL at 1-800-CALL-DHL to schedule a same-day Ground pick-up. Please try to call as early as possible on the day of the pick-up to ensure same day.

13. Alert Colleen when the packages have shipped.

14. Contact Colleen with any questions or concerns.

At the end of the process, please send any unused labels to Colleen Walker at:



(208) 377-7234

Thank you!


DHL Protocol Document (Air)

You have been sent the enclosed DHL shipping labels to send boxes of equipment via DHL Air to Boise, Idaho (2009 Special Olympics World Winter Games Headquarters, 3150 W. Main St., Boise, ID 83702 ATTN: Shipping and Receiving) for the 2009 Special Olympics World Winter Games.

The tracking numbers provided to you for this shipment are: (Colleen: please fill this in.)

Upon receipt of this label please follow these instructions:


2. Pack shipments in appropriate sized boxes, not to exceed 150 lbs/box. Your own packaging or DHL boxes may be used.

3. Please note that one label may be photocopied and used on multiple boxes going to the same location.

4. Complete section 1, Sender Information, on the shipping labels provided, using your contact information. Please leave the “Sender Account Number” blank.

5. Complete section 2, Receiver Information, with:2009 Special Olympics World Winter Games Headquarters



(208) 377-7234

6. Complete the “description” line in section 2. Please give as accurate and detailed a description as possible. If boxes using the same shipping label have different contents, please try to list contents of each box (e.g. Box #1: 25 cotton t-shirts, Box #2: 100 wool winter hats, etc).

7. In section 2, sign and date the document under “Sender’s Signature.”



8. In section 3, please select 3rd Party and fill in the account number: 965993553

9. In section 4, select the shipment method, either overnight by 10:30 AM, noon or 3:00 PM or 2nd-day. Please note that 2-day is the preferred method and should be used whenever possible.

10. In section 5, fill-in the number of packages in the shipment. This is the number of packages that will be using the same photocopied Shipping Label.

11. In section 6, fill-in the total weight of the entire shipment.

12. In section 7, select the type of packaging. “Express Envelope” and “Express Pack” refer to DHL-specific supplies. Most likely you will select “Other Packaging.”

13. Once shipments are prepared, photocopy the label for as many packages that you have being shipped to the same location. Attach the original label to one package (being sure to keep the “sender’s copy” for your records) and the photocopies to each of the other packages in the shipment. Attach labels using a DHL sleeve provide or clear plastic Ziplock bags.

14. Be sure to label each package with a number 1 through however many packages are being shipped.

15. Photocopy the labels and include one inside of each box.

16. Securely tape up each box in the shipment.

17. Call DHL at 1-800-CALL-DHL to schedule a pick-up. Please try to call as early as possible on the day of the pick-up to ensure same day.

18. Alert Colleen Walker when the packages have shipped.





(208) 377-7234


Thank you!


DHL Protocol Document for International Shipments

You have been sent the enclosed DHL shipping labels to send boxes of equipment via DHL International Shipment to Boise, Idaho (2009 Special Olympics World Winter Games Headquarters, 3150 W. Main St., Boise, ID 83702 ATTN: Shipping and Receiving)

for the 2009 Special Olympics World Winter Games. Please note that the average time for DHL International Shipments is 3 business days. This may be longer if shipments experience delays in Customs. Please plan accordingly.

The tracking numbers provided to you for this shipment are: _____________________________

Upon receipt of these labels please follow these instructions:


16. Pack shipments in appropriate sized boxes, not to exceed 150 lbs/box. You may use your own packaging, or DHL boxes.

17. Complete the International Shipping Label following these steps:

1. In #1 please check 3rd Party and fill in the account number 965993553

2. In #2, fill-in your (the vendor’s) contact information, leaving the account number blank.

3. In #3, fill-in the receiver’s contact information:




(208) 377-7234



4. In #4, enter the total number of packages to be sent using this International Shipping Label (please note that a single label may be used to ship multiple boxes. You will need to photocopy the label, adhere to each box and number each box 1 though however many boxes you are sending). Fill in the total weight of the entire shipment.

5. In #5, provide a detailed description of the contents of the shipment. If you are shipping more than one box, and the boxes contain different items, please list the contents of each box (e.g. Box #1: 25 cotton t-shirts, Box #2: 100 wool winter hats, etc). Please be as specific as possible. Also indicate in the description “ITEMS ARE NOT FOR RESALE.”

6. In #6, please fill-in the declared value for US Customs in US $ for the entire shipment. Select “Other” in the Destination Duties/Taxes box and fill-in the acct number 965993553.

7. You will also need to complete the Commercial Invoice document. A blank Commercial Invoice and instructions are included. Once complete you will need to adhere 4 copies of the Commercial Invoice to each box along with the International Shipping Label.

8. In #7, sign the document and print the date.

9. In #8, select “Dutiable”.

18. Make a photocopy of the shipping label and Commercial Invoice to include inside of each box of the shipment.

19. Be sure to keep the “Sender’s Copy” of the International Shipping Label along with a copy of the Commercial Invoice for your records.

20. Label each package with a number 1 through however many packages are being shipped.

21. Securely tape each box.

22. Using a DHL pouch provided or a clear Ziplock bag, attach a copy of the International Shipping Label along with 4 copies of the Commercial Invoice to each box of the shipment.

23. Call DHL to schedule a pick-up or bring the shipments to a drop off location. The number for the DHL service in the country that you are in can be found at


http://www.dhl.com/publish/g0/en/information/countrydetails.high.html. Use this website to find contact information for the DHL office in your country or to find drop-off locations.

24. Alert Colleen when the packages have shipped.





(208) 377-7234

Thank you!


http://www.dhl.com/publish/g0/en/information/countrydetails.high.html

Enclosure (2)


Enclosure (3)


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