fis alpine world ski championships gap 2011
8.2.2011 – super-g ladies Julia Mancuso (USA): » It is very exciting. I had a good feeling from the beginning. Naturally, I wanted to win Gold, but the silver medal is also super.«
14.2.2011 – super-combined men
11.2.2011 – super-combined ladies
Peter Fill (ITA): »This was my last race during these Championships, for this reason I tried to give everything.«
Maria Riesch (GER): »The way in which the crowd is cheering here is really great. The WSC have been marvelous for Garmisch-Partenkirchen so far.«
final report fis alpine world ski championships gap 2011
We look back proudly at the “Festival in the Snow”. The FIS Alpine World Ski Championships 2011 in Garmisch-Partenkirchen have been a terrific success both emotionally and as a major sporting event! More than five years of hard work have paid off. With great pleasure we received Gian-Franco Kasper’s praise. “Garmisch-Partenkirchen has organized truly unique and brilliant Alpine World Championships. I have tried hard to come up with criticism but could not think of anything negative.” We wish all future WSC-Organizers that the FIS President may repeat these words at their World Championships and thank all participants who helped Garmisch-Partenkirchen to present itself as overly worthy of hosting the World Ski Championships 2011.
peter fischer spokesman of the management board
walter vogel managing director
content 08 - 13
>> opening
66 - 69
>> 13 tv-coordination
14 - 17 >> 01 administration
70 - 75 >> 14 events
18 - 25 >> 02 race organization
76 -81
>> 15 ceremonies
82 -97 84 -85 86 -87 88 -89 90 -91 92 -93 94 -95 96 -97
>> >> >> >> >> >> >> >>
98
>> results
26 - 31
>> 03 volunteers
32 - 35 >> 04 accreditation 36 - 39 >> 05 accommodation 40 - 43 >> 06 security 44 - 45 >> 07 medical services 46 - 49 >> 08 environment & traffic 50 - 53 >> 09 technology & temporary buildings 54 - 57 >> 10 logistics 58 - 61
>> 11 marketing
62 - 65 >> 12 media operations
16 wsc-projects 16 vip support 16 guest service 16 fanclubs 16 youthcamp 16 disabled care 16 knowledge management 16 personnel structure
final report fis alpine world ski championships gap 2011
opening | final report | fis alpine world ski championships gap 2011
9
aims & responsibilities Concept and production of the World Ski Championship’s Opening Ceremony taking into account the requirements of television (live-broadcast) and the protocol of both the FIS and the Federal Chancellery.
opening | final report | fis alpine world ski championships gap 2011
10
tasks & challenges opening
The concept phase was conditioned by many diverging interests which had to be brought in line with a stringent show concept. Particularly noteworthy were the interests of the investors, those of the most important partner, i.e. television, and those of the LOC as organizer. The main issue in the production phase was the risk of bad weather conditions an open-air event in the
middle of winter is certainly exposed to. Projections as well as the performances on the main stage would have been impaired immensely in the case of snowfall. The performance of the Bavarian Broadcasting Orchestra required a stage tempered to 18°, a task not easy to master outdoors during winter. Working in the snow (soft in the daytime due to thawing) posed an additional challenge to the event technicians as well as to the participating artists. As a matter of fact, the performers were lucky and blessed with sunshine during both the rehearsal and the show itself. The conditions in the stadium the event was held at posed another challenge. In principle, the event area was not and still is not equipped for a production like a world ski championship’s opening ceremony. Thus, a large portion of the budget had to be spent to provide the necessary event infrastructure.
opening | final report | fis alpine world ski championships gap 2011
11
facts & figures opening
recommendations 路
500
participants | 03. - 07.02.2011 Production and show personnel
1,200 000 fig. 0.1 illustration of the personnel structure for the opening
euro budget | 01.07.2010 - 24.02.2011
appointment of a central contact person in the LOC, who serves as a coordinator on-site and who is in charge of coordination with the local authorities
12
13
ressort | administration final report fis alpine world ski championships gap 2011
aims & responsibilities Administration: >> continual processing and provision of current numbers for the executive board, target-performance comparison, billing, management of personnel matters, general administrative work Ticketing: >> preferably complete sale of all available tickets, generation of revenue by issuing an ideal price structure (socially acceptable prices with the help of several special conditions) tasks & challenges administration The main task entailed providing the executive board continually with current numbers and showing up deviations of the performance numbers from the target numbers. At first, these analyses were issued on a monthly basis, from fall 2010 onwards once a week, and shortly before as well as during the event period on a daily basis, which enabled a permanent overview of the financial resources that were still available. By this method it was secured that – just in case – financial requirements were available.
01 administration | final report | fis alpine world ski championships gap 2011
15
01 administration
It proved beneficial to inform companies which had been partners before or which were intended partners for the WSC in the run-up which people would be authorized to place orders in which way on behalf and for account of the Organizing Committee of the WSC during the event period. This helped avoiding misunderstandings from the outset.
figures
11,000
tickets opening ceremony | free 9 races with
10,000 tickets each
15,000 2 races with
tickets each | ladies’ and men’s slalom
| july 7, 2010 (official sales start) until february 20, 2011 (last race) |
Very few staff members had own budgets at their disposal. Those were limited with regard to both time (from February 1 – 20, 2011 only, i.e. within the extended event-period) and their amount. Prior to and following this time period as well as in case of an overrun of the allocated daily budget, the approval of one of the two managing directors had to be obtained. In addition to that, the aim to incur the major expenses prior to the event period was almost achieved completely. These strict requirements were – beside other factors, such as the good weather conditions, one reason for the compliance with (or the lower deviation of) the given budget.
130,000
around
tickets overall
01 administration | final report | fis alpine world ski championships gap 2011
16
tasks & challenges ticketing
The main task entailed building up a national/international sales system (web shop, booking offices) in order to sell the highest possible number of tickets prior to the World Championships. Munich Ticket was the official ticketing-partner; they provided their ticket system as well as their booking offices. In order to appeal to a rather diverse target group, several discounts were offered, e.g. for kids, students,
disabled persons, groups of more than 30 people, WSC-pass and weekly passes, members of the national associations, etc. In order to make traveling by public transport especially attractive to visitors, travel to/from the WSC on specific trains was free within Bavaria (and parts of Austria) on the day of the event for holders of an admission ticket. A high percentage of visitors made use of this offer, which resulted in a very low volume of individual transport during the WSC and less parking spots were needed. Guaranteeing the on-time delivery of tickets to the customers became more and more difficult as the event approached.
fig. 1.1 illustration of the personnel structure in the administration department
01 administration | final report | fis alpine world ski championships gap 2011
17
facts & figures administration
recommendations · simple and clear price structure, i.e. few diffe- rent price categories, few discounts, contingently assignment of a lower basic price instead ·
issue of information on which prices apply to which groups of people, i.e. which require- ments need to be met in order to receive certain discounts, in written form (homepage, ticket flyer, advertisements, press releases, etc.) in all media from the beginning on
·
early communication of information on possible restrictions, e.g. no dogs were allowed in the event area, flag poles were permitted up to a length of 1.3 meters only due to safety reasons, pushchairs/sledges were not allowed either, also due to safety reasons (barriers)
· ·
offer online-purchase of tickets also in English
·
maintaining all correspondence via email is highly recommended cost-effective and helpful in case of later complaints
·
dispatch of tickets should be limited to the inland or EU-countries only as shipping to, e.g. Switzerland, is very expensive and rather com plicated (customs regulations)
fig. 1.2 illustration of allocation expenses
fig. 1.3 illustration of allocation revenue
multilingualism among the ticketing staff is absolutely recommended (at least English, French and Italian, maybe even Spanish/Russian)
ressort | sports final report fis alpine world ski championships gap 2011
02 race organization | final report | fis alpine world ski championships gap 2011
02 race organization
19
aims & responsibilities
Competitions: >> execution of ski races at the highest level >> preparation of the slopes to the highest international standard: for this purpose, all training and competition slopes were prepared with water; just the Gudiberg additionally with injection beams Training Slopes: >> Creation of sufficient training facilities for all teams in addition to the slopes in the Ga.-Pa. ski resort with the help of cooperation agreements with nearby ski resorts >>Seefeld: Gschwandkopf >>Lermoos: Grubigstein >>Bad Wiessee: Sonnenbichl
02 race organization | final report | fis alpine world ski championships gap 2011
20
tasks & challenges sports
general Racing slopes | The races of the WSC took place on the following slopes: Gudiberg: 2 x special slalom, 2 x combination Horn: men’s GS qualification , men’s SL qualification Kandahar I a | men: downhill, combi downhill, Super G, GS Kandahar I b | ladies: downhill, combi downhill, Super G, GS finish area Kandahar: team event Training slopes | The following slopes and tracks were used as training slopes: Horn: during the speed competitions (1st week) for SL, GS, SG Upper Kandahar: after the speed competitions for SL, GS, SL A cooperation for the whole event-period for SL and GS was arranged with the surrounding ski resorts in Lermoos, Seefeld and Bad Wiessee.
second full snow coverage of the slopes became necessary in mid-January as the snow cover had shrunken considerably due to warm temperatures. After the second snow coverage, all racing slopes were prepared with water. Injection beams however were used only at the Gudiberg. Final preparation of the racing slopes: Due to the warm daytime temperatures, the slopes were slightly sprinkled with pretzel salt during the second racing week (approx. 500 kg was used for this). For the special slaloms, the Gudiberg was resprayed with water, with pretzel salt interspersed (approx. 300 kg). Material used for the preparation of the slopes | Snow groomers: Thanks to a cooperation agreement with the Käsbohrer company, 18 snow groomers were employed, of which 8 were winch groomers (2x300 Polar, 4x400, 2x600) The machines were in use for approx. 300 hours. The snow groomers were operated by the race track service only.
organization race tracks Preparation of Racing slopes | Basic preparation: The racing slopes (Gudiberg, Kandahar, Horn) were given a basic snow-cover in November/December. A
Injection beams: Injection beams were used only at the Gudiberg. Here, 2 troops with 6 beams each were used concurrently.
21
Safety: The Safety at the race tracks was guaranteed in accordance with the provision of the FIS Safety Report. In total, the following safety nets were installed along the race tracks: A-nets: approx. 7 km B-nets: approx. 31 km B/C-nets: approx. 1 ½ km (Gudiberg) Air fences: 135 pieces (mixed length: 8m, 5m) Lighting: In addition to the cableway route lighting, flexible lights were kept in reserve in order to enable work at the race tracks also by night. These, however, were not needed. Warm-up Facilities: Recreation facilities were installed at all starting points in case of bad weather: a permanent hut at starting point for the men’s downhill, tents at the further starting points of the Kandahar, the Horn and the Gudiberg. Sanitary Facilities: In addition to the permanent toilets at the men’s starting point, 2 transportable dixi toilets each were installed at all further starting points.
22
figures 1,5km
b/c-nets | 24.01.-21.02.2011
6
quads | 24.01.-21.02.2011
7
km
a-nets | 24.01.-21.02.2011
10
skidoos | 24.01.-21.02.2011
12 18
injection beams | 24.01.-21.02.2011
snow groomers | 24.01.-21.02.2011 (8 of which were winch groomers)
31 135 km
b-nets | 24.01.-21.02.2011
air fences | 24.01.-21.02.2011
02 race organization | final report | fis alpine world ski championships gap 2011
23
facts sports
Team Hospitality: The Team Hospitality headquarters were located next to the finish area at the Kandahar and at the Gudiberg. Further recreation facilities were located at the men’s starting point, at the summit station of the Kreuzeckbahn as well as at the nearby restaurants and ski lodges. Transport: Lifts and Mountain Railways: The lifts and mountain railways were in operation from 6.30 am – 6.00 pm on a daily basis. If needed, operation at alltime of day and night (24 hours) could be arranged with local mountain personnel. Someone in charge of the mountain railway attended all team captains’ meetings. Skidoos, Quads: 10 skidoos and 4 quads were used for the transport of both people and materials. Additionally, three skidoos of the organization and 1 skidoo of the company Head were used on the test track for the SRS. Materials and Warm-up Facilities at the Race Tracks: Kandahar I a (men’s) 8 containers / pavilions Kandahar I b (ladies’)
6 containers / pavilions and warm-up huts Horn 1 warm-up hut (finish area) Gudiberg 1 warm-up hut (starting area) Race Track Marking: 12 specially trained “splashers” each were employed for the ladies’ and the men’s race track. Only back battery hoses, which have withstood the test, were used. Food coloring was used as color marking.
recommendations ·
basic preparation of the slopes with water to be prepared for all kinds of weather conditions
fig. 2.1 illustration of the personnel structure in the sports department
02 race organization | final report | fis alpine world ski championships gap 2011
24
organization sports
fig. 2.2 race organization chart - overall
fig. 2.3 race organization chart - kandahar men
25
The race program was carried out as planned except for a two-hour delay during the ladies’ GS (due to foggy weather).
fig. 2.4 race organization chart - kandahar ladies
fig. 2.5 race organization chart - gudiberg
ressort | volunteers final report fis alpine world ski championships gap 2011
03 volunteers | final report | fis alpine world ski championships gap 2011
03 volunteers
27
aims & responsibilities >> recruitment of qualified volunteers and officials for the preparation and execution of the FIS Alpine World Ski Championships 2011 >> application planning based on to prior experience with sports events, local knowledge and special technical abilities
28
03 volunteers | final report | fis alpine world ski championships gap 2011
tasks & challenges volunteers
It was important to us to take on board the euphoria and enthusiasm that had arisen in the run-up to the WSC 2011 and to create a great atmosphere among the volunteers during the WSC. A high priority was given to requests made by volunteers with regard to their assignment to a specific area, which ensured that everybody was happy and the atmosphere was positive.
Assigning all volunteers to the right position and preparing them for their respective tasks and responsibilities in training sessions turned out to be a big challenge.
29
03 volunteers | final report | fis alpine world ski championships gap 2011
30
facts & figures volunteers
3800 1380 1230 156 15 15 14 500 1250 280 1230
| applications
| volunteers selected
| volunteers emlpoyed
| short term cancellations
| volunteers not reported
| volunteers absence due to injury / accident
| volunteers absence due to illness
| applicants permanent standby list
| applications for accommodation / beds
| accomodation / beds provided / occupied fig.3.1 illustration of the personnel structure in the volunteers department
fig.3.2 illustration of the applicants structure in the volunteers department
| equipment with workwear applications
31
recommendations 路
路
路
early assignment of volunteers to the different areas / positions careful selection of information that is passed on to the volunteers, too much informa- tion leads to unnecessary discussions which cannot be controlled due to new informati- on technology attach greater importance to the local know- ledge of the volunteers
ressort | accreditation final report fis alpine world ski championships gap 2011
04 accreditation | final report | fis alpine world ski championships gap 2011
04 accreditation
33
aims & responsibilities
figures
13 470
total delivery of tickets | january / february 2011
- 260
not collected
- 9,365
collected | personalized
- 1,003
issued | blank
- 100
remainder
- 2,700
misprints and doubleprints
12
loss
5
counters | 05.02. - 20.02.2011 in the central accreditation (print/new media, photo, RTV, VIP/ guests, specials/study groups), 1 counter next to the race office for sports only
>> registration of all persons associated with the event in some way (not spectators) >> production of accreditation badges including all additional accreditation for all persons to be accredited and provision of lanyards >> definition and labeling of all zones for the sake of easy orientation on the basis of a clear matrix for both the basic accreditation and the additional accreditation (textile and plastic cards) in close collaboration with the heads of department of the Organizing Committee >> designation of control points for all defined zones (security) in close collaboration with the Security representative of the Organizing Committee >> construction of a functional and visually appealing accreditation office >> smooth running of the accreditation process
04 accreditation | final report | fis alpine world ski championships gap 2011
34
challenges accreditation
In the run-up to the World Championships it is important to assess exactly which types of accreditation and additional accreditation is needed. In addition to that, one needs to specify how many accreditation counters will be needed during the event period in order to allow for the accreditation process to run smoothly. The installation of a separate counter for team accreditations near the race office proved very successful. Volunteers should be available from about 3 weeks prior to the official beginning of the World Championships in order to assist in the preproduction of accreditation badges. As the volunteers worked in shifts during the event, it is important to avoid information loss during shift changes. It should also be taken into account that around 100 emails regarding accreditation requests arrive every day. This requires a high degree of administrative effort during the World Championships. Special attention should be paid to the fact that only a precise zone matrix can serve as a reliable basis for the accreditations. This helps to avoid misprints.
fig.4.1 illustration of the occurrence of accreditations
fig.4.2 illustration of the accreditation structure
04 accreditation | final report | fis alpine world ski championships gap 2011
35
facts
accreditation recommendations
fig. 4.3 illustration of the personnel structure in the accreditation department
· accreditation office: as close to the Organi- zation-Center and the MPC as possible – bright, friendly design with lounge-character (first point of contact with the World Championship Organization) · security clearance: accreditation and police in direct proximity · counter: functionally designed in order to meet the technical requirements, sufficient shelf s pace, comfortable chairs · storage: sufficiently large, located right next door · badges and lanyards: at least 30% more than the calculated number – the same applies to Set Up Passes and Backstage-Passes · badge-preprint: · for RTV (HB, rightholder), print, photo as many preprints as possible · for sports, sponsors, suppliers, etc. as late as possible since there are usually many last- minute changes · highest workload: between 8 and 10 weeks PRIOR TO the World Championships, first weekend and first week of the World Champi- onships > staff planning/volunteers
ressort | accommodation final report fis alpine world ski championships gap 2011
05 accommodation | final report | fis alpine world ski championships gap 2011
05 accommodation figures
1,200
beds teams | 05. - 20.02.2011
4,500
beds other | since 2008 | district wide
37
aims & responsibilities >> provision of accommodation for teams, media, sponsors, VIPs, Fan clubs, spectators and other guests >> ascertainment of accommodation close to the venues
38
05 accommodation | final report | fis alpine world ski championships gap 2011
facts
accommodation recommendations Conclusion of an agreement with the hotels
·
· ·
·
·
fig. 5.1 illustration of the personnel structure in the accommodation department
insist that hotels contractually fix the price for single rooms, double rooms and double rooms for single use early contractually set the cost for cancellation fees arrange a contractually fixed price for ski-service rooms consider the smaller demand for rooms for speed disciplines than for the technical disciplines => adjustment of the contingent establish contact with the teams (especially with the bigger ones) and the hotels at an early stage
05 accommodation | final report | fis alpine world ski championships gap 2011
tasks & challenges accommodation
In 2007, arrangements were made with 22 team hotels regarding prices and room required. Approximately one year in advance, every hotel was visited individually – personal presentation of and acquaintance with the hotels. After the first registration of the teams (preliminary entry) the arranged contingent was adjusted as required. Close contact with the hotels was maintained at all times – updated messages of the teams were passed on to the hotels. A lot of time was spent administering the changes delivered by the teams. challenges FIS regulations – practical implementation sometimes quite difficult – e.g. regarding the request for single rooms, the bigger teams usually requested considerably more. Within 24 hrs after the last World Cup race, teams were still able to change their registration – in the end, many teams did not show up with the stated number of registered members! Many rooms were vacant, especially during the first week, as it was impossible to rent them out at such short notice. Cancellation fees!
39
ressort | security final report fis alpine world ski championships gap 2011
06 security | final report | fis alpine world ski championships gap 2011
06 security
aims & responsibilities
figures
The administration of Bavaria and Garmisch-Partenkirchen together with the Organizing Committee will take all necessary and appropriate measures in order to ensure the safety of all athletes, accompanying persons, officials, sponsors, visitors as well as the population.
10
volunteers | 05.02. - 20.02.2011
100
number of persons fire brigade | 05.02. - 20.02.2011
150
number of persons security company | 05.02. - 20.02.2011
200
number of persons police | 05.02. - 20.02.2011
400
number of persons red cross | 05.02. - 20.02.2011
8,500 fences | 05.02. - 20.02.2011
41
meter
a) >> protection and order >> analysis of all kinds of safety relevant scenarios >> generation of the security concept >> training of dangerous scenarios in an emergency response drill >> construction and operation of security headquarters >> enclosure of the event areas >> compilation of the crisis team including squad leaders of the police, fire brigade, red cross, security company and the administration of Garmisch-Partenkirchen b) >> securing of the event areas >> coordination of the collaboration in the context of the crisis team >> surveillance of the media areas >> access control and patrolling of the event areas >> surveillance of escape routes / emergency exits
42
tasks & challenges security
In hindsight, regarding the two-week major event which attracted over 130.000 visitors, a consistently positive summary can be delivered from the security department’s point of view. The police, emergency and security services, the administrative district, the local authorities and the organizer together managed to ensure safety and order during the sports event which attracted a lively media response.
06 security | final report | fis alpine world ski championships gap 2011
06 security | final report | fis alpine world ski championships gap 2011
43
facts security
recommendations 路
Appointment to the post of head of the security department should be made at an early stage during an assembly of the Organizing Committee
路
The organizers should timely obtain the require- ments for the execution and safeguarding of the event from the local authorities in a timely function
fig. 6.1 illustration of the personnel structure in the area department
ressort | medical services final report fis alpine world ski championships gap 2011
injuries treated:
>> Athletes: 5 metacarpal fractures >> 3 knee injuries >> 1 ankle joint fracture >> 1 whiplash injury >>1 appendicitis >> 8 ambulatory examinations at the hospital with 15 CT/MRI-examinations >> 12 athletes with X-ray examination << >> Spectators: 1 ankle joint fracture >> 1 TBI I째 >> 1x panic reaction << >> Staff along the race track: 2 SHT >> 1 whiplash injury >> 3 lower leg fractures >> Tourist skiing: 14 knee injuries >> 6 shoulder injuries >> 3 head fractures >> 4 lower leg fractures >> 4 circulatory collapses >> 2 facial injuries >> 3 hand injuries >> 2 forearm fractures >> 1 whiplash injury >> 1 thorax >> 1 exhaustion >> 1 thigh fracture
07 medical services | final report | fis alpine world ski championships gap 2011
07 medical services figures
4
6
medical operations along the race track
operations for staff along the race track
45
3
operations for spectators along the race track
45
aims & responsibilities >> initial medical care and transport of the athletes in compliance with the “FIS Medical Guide” >> organization of the drug tests (in collaboration with PWC) >> initial medical care and transport of the audience >> medical care during the night event >> providing the teams and team doctors with information on the medical infrastructure (“doctors’ meeting”, folder) “manpower” kandahar
45 operations around the WSC (tourist skiing)
thereof
1
helicopter operation along the race track
1
helicopter operation at the jubiläumsgrat
3
night operations
16
rescue sledge transportations
18
skidoo transportations
2
transportations with emergency vehicles of the armed forces
5
escorted valley transportations on the train and further by an ambulance
>> 5-7 doctors along the race track, 1 doctor in the helicopter standardized equipment (emergency backpacks, crampons, skis, tools) >> 38 mountain rescuers (armed forces) along the race track >> complete radio equipment for the parties concerned >> 14 rescue sledges along the race track >> TV image for the emergency–segments >> head of operations with direction image >> Bavarian Red Cross with a doctor and an ambulance in the finish area
ressort | environment & traffic final report fis alpine world ski championships gap 2011
aims & responsibilities Traffic Concept >> eco-friendly transportation of the spectators, participants and accredited persons by making use of short range public transport as far as possible – private transport minimized >> through traffic in Garmisch-Partenkirchen maintained Waste Management/ Energy >> clean venues >> separation Education for Sustainable Development >> running of „ticket2nature“- nature sports camps prior to and after the WSC in order to show the impact of one’s own actions on nature and the environment >> sensitization of kids and youngsters for sustainable development Visitor Guidance >> systematic and useful spectator guidance of the spectators to and from the event areas >> equalization of the stream of visitors Eco_plus >> environmentally sustainable temporary land use and sports room planning >> integral, comprehensive cross-linking of environmental issues
08 environment & traffic | final report | fis alpine world ski championships gap 2011
08
47
environment & traffic figures
Traffic Concept · 88 special trains in 14 days · 30% expanded offering in the train sector · 55 additional shuttle buses per day / 10 destinations in Werdenfelser Land
· 2,000 parking spots for cars and 60 for coaches · 43% of spectators traveling to GAP made use of short-range public transport · 35,000 WSC-spectators traveled to GAP via train · 8,000 people were transported from the Kandahar to the Gudiberg on each of two days
Visitor Guidance · 1,573 signs · 16 information boards · 300 walking minutes on signposted WSC trails
· consistent sign layout for sustainable reutilization
a traffic chaos, which several critics had forecasted, never occurred during the 14 days of the WSC.
Eco_Plus · 10 eco-guides during the event period
Waste Management · + 62,520 kg waste in total · + 62 recycling points · + 59,520 liters absorption capacity per day · + 20 , 000 liters overflow
containers at the venues
· >100,000 liters free waste disposal for sponsors, caterers and partners per day
Education for Sustainable Development · 2 WSC-specific nature sports camps with 60 pupils
· free travel to/from GAP for school classes via train · 4th extracurricular “ticket2nature” learning location established · cooperation partners: German Sport University Cologne, The Bavarian Society for the Protection of Birds, Alpiner Studienplatz (Alpine Place to Study), Deutsche Bahn (German Railway), Munich 2018 Olympic Bid the students felt well informed about the topics environment and sports. the fourth extracurricular learning location in the werdenfelser land was integrated firmly into the overall “ticket2nature” concept. the number of camps could be increased – also in view of munich’s 2018 winter olympic and paralympic bid.
48
facts
environment & traffic
08 environment & traffic | final report | fis alpine world ski championships gap 2011
tasks
environment & traffic A traffic concept for the expanding of the short-range public bus and train services was developed in order to reduce greenhouse gas emissions during the arrival and transport of spectators, participants and accredited persons. Admission tickets included the opportunity to travel free of charge to/from GAP via shortrange public transportation. Local and through traffic in Garmisch-Partenkirchen was uninhibited. The possibility of reutilization for future events was taken into consideration when creating the signs. Resources could be saved and the climate could be spared by renting temporarily needed infrastructure. The waste concept prevented as far as possible, i.e. reusable material was employed. Inevitable waste was reprocessed in an eco-friendly function, non recyclable residues were professionally disposed of. Visitors were made aware of the environmental and sustainability concept in the run-up to the event. All employees were informed about the environmental concept in detail.
fig. 8.1 illustration of the personnel structure in the environment & traffic department
08 environment & traffic | final report | fis alpine world ski championships gap 2011
49
recommendations traffic concept · include free travel from/to GAP on the day of the event in the price of the WSC admission ticket. This allows tourists to stay for several days to make use of the short-range public transport services · start the communication campaign on the short- range public transport services in the form of an information brochure handed out together with the admission tickets · charge a reasonable parking fee for the use of event-specific parking, which should make the arrival by car less attractive visitor guidance · collaborate with local tourism associations in order to take into consideration already existing traffic flows and to allow for tourist re-use, e.g. permanently signpost WSC trails · select clear and large-sized signs, especially in the transport sector and in the event areas · Plan very early for signs due to the comprehen- sive coordination needed for their production and installation
3
education for sustainable development The “ticket2nature” camps took place at four different extracurricular learning locations. Very close collaboration with the regional skiing associations and school classes allowed for the concept to be implemented quickly and should be extended further. Summer and winter camps are based on 3-5 day course programs. In the future, following a modular design principle, teachers and supervisors are to devise the nature sports events individually in the run-up (program, material, accommodation). Team leaders are trained by experts and research associates of the foundation Safety in Ski Sports (SIS), the environmental advisory board of the German Ski Association (DSV) and the German Sport University Cologne. Qualified regional experts and force multipliers round out the professional competence. waste management Employ a return system: charging a deposit for reusable cups allows one to do away with disposable tableware to the greatest extent possible, which reduces not only puchase costs not only for the purchase, but also the costs for the collection,
removal and disposal of same. Reusable cups with an appealing design not only help to reduce the amount of waste, deposit return systems can also be regarded as significant value added possibilities for the organizers. Experience shows that a take home rate of at least 30% of the “merchandising cups” refinances the investment. In order to implement waste treatment system properly all visitors must be willing to separate. Ideally, re-sorting is performed by waste disposal contractors in the region. eco_plus
· employ of eco-guides as an essential part of the program in order to realize the elaborate concept ·
·
consider of the high number of comprehensive connecting factors and work areas when planning for personnel transfer expert knowledge in the areas nature sports and ecology to employees and volunteers
ressort | technology & temporary buildings final report fis alpine world ski championships gap 2011
09 technology & temporary buildings | final report | fis alpine world ski championships gap 2011
09 technology &
51
temporary buildings aims & responsibilities
figures
approx.
250MWh 9,000people
electricity consumption | event period all venues
approx.
kandahar stands seating | 01.12.2010- 05.03.2011 Kandahar
approx.
6,000people
Gudiberg stands seating | 01.01.2010- 05.03.2011 Gudiberg
516 Journalists
250 Journalists
working stations for | 01.01.2010- 05.03.2011 MPC
working stations for | 01.01.2010- 05.03.2011 Media Corner
2,000m 166Containers 3
approx.
industrial water supply | 01.01.2010- 05.03.2011 all venues
| 01.12.2010- 05.03.2011 IBC Kandahar
approx.
150Containers
| 01.01.2010- 05.03.2011 other
Layher Technology
level crossings kandahar | 28.01.2011-22.02.2011 connecting stairs for wheelchair users and audience
Cable runs / studs
hb and rtv cable system | 01.01.2010- 05.03.2011 all venues
>> Planning and construction of all temporary buildings >> Construction of the relevant technology for telecommunications, internet, LWL
52
09 technology & temporary buildings | final report | fis alpine world ski championships gap 2011
challenges
technology & temporary buildings recommendations 路
路
路
路
fig. 9.1 illustration of the personnel structure in the t&tb department
employ a planning engineer for the construction of the stands employ a planning engineer for the planning of the electricity and water supply consider the higher demand for standing room than for seats compare of the costs for the utilization of conventional energy with those for alternative energy early
09 technology & temporary buildings | final report | fis alpine world ski championships gap 2011
facts
technology & temporary buildings Various temporary buildings were planned for the realization of the WSC. Here an important factor was locating appropriate grounds and the obtaining all relevant permissions under the building orders including the clarification of fire prevention regulations. When planning and constructing the stands, the stand at the Gudiberg posed a particular challenge. This construction was related to reconstruction work on the hillside, which made the coordination of scheduling for both structural measures very important. Close collaboration with the sports department was necessary to plan the waxing container system in order to meet the respective requirements of the nations as accurately as possible. Sponsor tents were planned and installed in collaboration with the sponsors. In the technological area, a multimedia infrastructure was set up by installing telephone, internet and optical fiberlines. The construction and operation of the Main Press Center as well as the construction of Media Corners at the Kandahar and the Gudiberg were both arranged directly by the Organizing Committee.
53
ressort | logistics final report fis alpine world ski championships gap 2011
aims & responsibilities >> allocation and preparation of the grounds needed for the realization of the WSC, e.g. for parking, safety areas, catering and spectator areas (taking soil-conservation methods into account) >> planning of individual venues >> designing of parking areas for accredited persons and spectators with connection to the shuttle system >> on-site-coordination of parking >> issue of clearly designed and easily recognizable transit permits and parking permits for the relevant target group (accredited persons, residents, suppliers, etc.) >> fast, comfortable und safe transport of all accredited persons as well as spectators with the help of an extensive and elaborate shuttle system
10 logistics | final report | fis alpine world ski championships gap 2011
10 logistics property management: Allocation of the grounds needed for the execution of the WSC in Garmisch-Partenkirchen was one of the big challenges. As the grounds were composed of many small lots owned by different people it was necessary to negotiate at an early stage and to provide detailed information with regard to the intended use of the property during these talks. Contracts which also entailed exact reworking/remediation measures had to be signed early. Here, the township as well as farmersâ&#x20AC;&#x2122; and pasture associations were involved. Establishing the position of a LOC representative the owners could address from the first talks until the return of the property turned out to be very beneficial. coordination of construction and deconstruction at the venues: At the Kandahar Arena, the main venue of the WSC, it was an immense challenge to coordinate the numerous companies (among others electricity and water connection suppliers, stage builders, WC and tent suppliers) with their workers all at the same time. In particular, the areas of delivery, truck traffic, parking of materials and the coordination of the different operations themselves required detailed planning and early coordination with all parties concerned. It is indispensable to have a permanent contact person on site who functions as both supervisor and coordinator.
super-combination: The transport of all spectators between the two runs of the super-combination, being at the Kandahar and the second at the Gudiberg, turned out to be the challenge that received the best publicity. In order to ensure fast and safe transport of all participants, officials, assistants, guests, and â&#x20AC;&#x201C; last but not least â&#x20AC;&#x201C; of approx. 10.000 spectators over a distance of 7 km within only two hours, the following measures were taken: >> the police controlled traffic with precedence to shuttle buses >> 50 shuttle buses were made available at the bus terminal >> approx. 50 additional shuttle minibuses and cars were in operation >> the Bayerische Zugspitzbahn was integrated into the shuttle system >> the shuttle dispatcher team on site was enhanced >> the access road to the Kandahar Arena was partially blocked
55
was decided to use a part of the access road, which had to be broadened onto a lawn area approx. 150 meters in length in order to maintain two-lane traffic. This was realized with geotextile, road making grit and aluminum panels (width 2x3m = 6m lane). In this way, a part of the permanent road could be used as a bus stop for seven buses. The oncoming lane and the temporary extension enabled its use as a two-lane road, which was absolutely necessary for the arrival/departure of the buses as well as for its use as a access road to the Kandahar Arena for authorized people. Likewise, the sidewalk at the bus stop, designated as an entrance/ exit to the bus and as a waiting platform for spectators, was broadened onto an area of lawn. Here, paving tiles were used. Traffic control needed at the terminal was provided by the local THW.
fig.10.1
All of these measures led to the smooth running of transport traffic and managed to avoid traffic holdups and obstructions despite the high volume of traffic. bus terminal: An extraordinary challenge worth mentioning was the construction of a temporary bus terminal at the Kandahar Arena. Here, the regular routes were not accessible as they were used for other purposes. Thus, it
temporary bus terminal kandahar arena
10 logistics | final report | fis alpine world ski championships gap 2011
56
facts & figures logistics
laid out soil conservation
10,000m2
+ 3t of straw
total driving performance - visitor transport
80,000km | 07.-20.02.2011
| january - february 2011
number of installed toilets
total driving performance - accredited persons
[ 27 containers (ladies 90 wcs, gents 30 wcs and 114 urinals) + 20 dixi, 2 handicapped accessible containers + 2 handicapped accessible dixi ] | 07.-20.02.2011
| 07.-20.02.2011
27 Containers number of fan buses per day
15 Workdays 40 on weekends
| 07.-20.02.2011
signposts to and at the venues
1573
| january - february 2011
201,050km
total consumption of the shuttle for accredited persons
22,220liter diesel | 01.02.-24.02.2011
grit consumption
25t quartz sand 2t salt3 6m gravel | 07.-20.02.2011
fig.10.2 illustration of the personnel structure in the logistics department
10 logistics | final report | fis alpine world ski championships gap 2011
57
recommendations sign posts · stick to the guiding principle „form follows function“ · make clearly recognizable (size, contrast) signs · use large font size parking · do not forget info personnel, waste bins, toilets as well as signposts· · plan additional areas for sponsors and reserved parking areas, also for rescue services · provide sufficient bus parking, also space for trucks and –trailers for deliveries parking personnel · support volunteers with uniformed personnel (e.g. police, THW, fire brigade or army) · personnel must be on site on time, before the first cars arrive · plan employment of staff when the event is over control points · in addition to local volunteers, uniformed personnel should also be on duty here · set up a discussion area (in order to avoid com- plete traffic collapse in case disputes) · provide sufficient lighting
3
transit permits and parking permits · assess demand early · design as mirror tag and clearly mark (color, print) in order to allow for fast control · differentiate according to target groups through different colors (not too many different groups) · keep track of number issued (dispatch, if applicable) · the number of issued parking permits must not exceed the actual parking capacity transport center/shuttle · provide a sufficient number of telephone lines and a drivers’ lounge · allow for sufficient space for shuttle vehicles in close proximity to the transport center · equip every vehicle with a radio · provide separate shuttle spaces at all relevant stops · integrate drivers with both local knowledge and language skills · use vehicles with 9 seats and long wheelbase (can be driven with an ordinary driver’s license and provide maximum convenience for pas sengers as well as for luggage, such as skis, pho to equipment, etc.) in a small space
shuttle drop offs · employ personnel on site in order to coordinate entry/exit · equip staff with radios in order for them to be in touch with headquarters at all times and to be able to order/cancel vehicles media shuttle · needs to be labeled separately, e. g. with “media“- magnet boards (especially if the vehic- les used for different shuttle purposes look the same) loc vehicles · order a sufficient number of transport vehic les (ideally small 4-wheel-drive platform trucks) early on, approx. 6 months prior to the event soil conservation · keep spare straw in order to be able to cope with weather changes in general · time management: personnel, material, electrici ty, water, etc. need to be available in the run-up · keep in mind that coordination between the different LOC-departments is very important, especially with regard to intersections, such as the allocation of the available grounds (e.g. race track/spectators’ area)
ressort | marketing final report fis alpine world ski championships gap 2011
11 marketing | final report | fis alpine world ski championships gap 2011
11 marketing
59
figures
aims & responsibilities
20places
>> develop and protect the logo, CI and CD >> search for sponsors and partners on the national level (VIK) >> increase the level of awareness regarding the WSC (e.g. ticket sales) >> ensure a consistent and proper appearance >> create / design diverse advertising material in a consistent CD (e.g. advertizements, set design, programs, brochures, posters, etc.) >> realization of all advertizing efforts >> establish and maintain the â&#x20AC;&#x17E;new mediaâ&#x20AC;&#x153; (e.g. LOC homepage, social networks, etc.) >> organize, commission and supervise WSC merchandise >> organize and plan various promotional events >> plan, design, install, equip and organize an individual WSC GAP2011 meeting point: WSC Pavilion >> provide support services for sponsors and partners on site
promo tour | september 2010 - 09.02.2011 | appearance mascots + information stand
30
pylons | june 2009 - 31.03.2011 | installed in the whole district
450
loc flags | january 2010 - 25.02.2011 | in Garmisch-Partenkirchen
approx.
4000m2
boards set design | 15.01.-25.02.2011 | installation and paneling
approx.
10,000 100,000 DIN A1 / A2 / A3
wsc posters | october 2010 - march 2011 | distribution supra-regional, (+ DB and Ă&#x2013;BB), | sale in the online shop, design through call for tenders
approx.
20.000 in english
info flyer | beginning of 2010 - 20.02.2011 | distribution supra-regional
11 marketing | final report | fis alpine world ski championships gap 2011
60
facts
marketing recommendations ·
the LOC should employ its own graphic desig- ner with professional equipment as early as possible (design the logo, CI, etc.) · collaborate with the relevant departments responsible for all (temporary) construction that needs to be paneled by the set designers in order to avoid any problems regarding static and authorization from the very beginning · intense involvement, also as a partner (GAP2011 – Münchner Merkur or GAP TV), of the local and national media (maybe even across national borders) in the marketing mix, i.e. consistent and comprehensive communication · search early for professional partners in the realization of: - set design (flags, banners, panels, etc.) - prints (posters, flyers, guides, programs, etc.) - merchandising articles, including retail (online, shops, LOC) - all services the LOC is not able to provide on its own · take time for quality checks and possible correc- tions regarding orders/deliveries needs to be taken into account!
fig. 11.1 illustration of the personnel structure in the marketing department
11 marketing | final report | fis alpine world ski championships gap 2011
61
tasks & challenges marketing
Media partnerships and commercial ads enhanced the willingness of e.g. the print media to report additionally and permanently on the WSC during the running winter season (win – win), e.g. the WSC Count Down. An effective means of advertizing the initially weaker selling events (ticketing) were the so-called „eye-catchers“. Small ads, approx. 5 x 5 cm large, which were placed in close vicinity to a an article of the chosen newspaper on e.g. the current Ski Alpine World Cup and which referred to the relevant competition, for example the men’s super G of the Alpine World Ski Championships.
other kinds of “new media“ also played an important role in communicating the alpine Ski World Championships, namely the so-called “social networks”. GAP2011, for example, created its own facebook page enabling mutual exchange between fans and followers, providing new information, and increasing awareness and interest, particularly of the young target audience. Despite the late launch, almost 10.000 fans had registered by the time the WSC started.
Through their own communication campaigns (extended marketing mix), sponsors and partners increased the level of awareness regarding the WSC (e.g. Milka WSC chocolate, Siemens PC and promotional events in Munich with mini and celebrity ski slopes, internet presence with mutual linking)
Promotional events with the living mascots and the WSC information stand (tent) were held in conjunction with winter sports events, openings, events by sponsors and partners, press conferences and LOC announcements.
Various merchandising articles designed for different target groups were used for retail and as giveaways.
The installation of the WSC advertizements in and around the venue (boards, large-scale ads, advertizing panels (e.g. pylons), flags, info boards, etc.) was realized largely by the marketing team together with the marketing volunteers shortly before the WSC started.
The installation, equiping and maintenance of the official WSC Pavilion in the pedestrian area of Garmisch-Partenkirchen posed a particular challenge to the marketing department. In addition to the sale of merchandising articles and tickets, exhibitions, readings and press conferences were held there.
In addition to the design and maintenance (continuous update and expansion) of the official homepage,
The support of sponsors on site ranged from the allocation and authorization of sponsor areas in the WSC
and Fan Parks, the relevant accreditations and accommodation, support of promotional activities (also by marketing volunteers), provision of the relevant infrastructure (electricity, water, internet, fuel, etc.) to the billing of the accrued infrastructure costs and the recreation of the original state of the areas used.
ressort | media - media operations final report fis alpine world ski championships gap 2011
12 media operations | final report | fis alpine world ski championships gap 2011
12 media operations figures
25series 24
text messages sent | 01.02.-20.02.2011
press conferences | 01.02.-20.02.2011
29 media representatives from nations in total
50 media/ print/ agency
89 media/ photo/ agency
81 media/ photo
70 media/ web (new media)
29 nations of the media representatives
80 reserved parking spots photographers
100 reserved parking spots press
30,000 DIN A4 pages copied for press review
63
aims & responsibilities
>> coordination of all media operations during the FIS Alpine WSC 2011 >> ensure optimal working conditions for media representatives from all over the world with optimally equipped workstations and free internet access >> set up Main Press Center as central contact point for all requests of the media representatives and Media Corners at the event arenas for photographers and agencies in order to improve the processing of pictures
12 media operations | final report | fis alpine world ski championships gap 2011
64
tasks & challenges media operations
The Main Press Center (MPC) was located at the Olympic ice rink and offered highest comfort to the media representatives: It was equipped with great support by Siemens and encompassed the following: >> information desk at the main entrance in cooperation with Ga-Pa Tourism for special requests regarding accommodation >> press hall: another information desk; 512 workstations for journalists; lockers; 4 freestanding computer terminals with printer attached available to all >> extra service for photographers: 150 visually separated workstations with 1,20m work space; extra large lockers in immediate proximity to the workstation; Canon and Nikon repair service; office photo manager open throughout the day >> two media lounges with free drinks and chocolate >> service desk of Bavaria Tourism with race simulator (Kuka) >> press conference hall with 220 seats, partly equipped with tables >> copy center >> media catering on the first floor >> free internet access As the central source of information, the info portal kept the accredited media representatives updated at the Main Press Center with the help of jumbo screens. >> TV: choice between the current program of the German, Austrian and Swiss TV as well as Eurosport during the competitions >> Data service: up-to-date
start and result lists and live timing >> Weather: upto-date weather forecasts for the Garmisch-Partenkirchen area and for the different ski resorts >> News board: newest press notifications (time changes, etcâ&#x20AC;Ś) provided >> Red Stripe: extremely important as well as interesting news displayed at the bottom of the screen (e.g. alert: cruciate ligament rupture of Benjamin Raich) >> Notepad: opportunity for journalists to leave
behind personal notes >> Interview: current audio files provided >> Calender: information on competition dates, press conferences and all dates around the alpine WSC (excursions, etcâ&#x20AC;Ś) >> Text Message Service: easy registration with one click
12 media operations | final report | fis alpine world ski championships gap 2011
65
facts
media operations operational range of the volunteer team:
6 10 2 1 2 2 7 22
distribution/ documentation photo assistants information portal media operations assistance media lounge press conference assistance head of media information desk
total 54
fig. 12.1 illustration of the personnel structure in the media department
fig. 12.2 sample of an info portal for accredited journalists
recommendations · supply a sufficient number of free hot and cold drinks in the media lounge of the press center innovation regarding the information channels: · Install of an information portal which – in the context of environmental endeavors – reduces paper consumption and facilitates the journalists’ work
ressort | media - tv - coordination final report fis alpine world ski championships gap 2011
13 tv coordination | final report | fis alpine world ski championships gap 2011
13 tv-coordination
67
aims & responsibilities
>> Coordination and execution of the requirements and requests of the host broadcaster as well as of the rightsholding broadcasters in all RTV relevant areas
recommendations 路
appoint of a central contact person in the LOC, who is in charge / serves as a coordinator for all RTV-relevant issues
13 tv coordination | final report | fis alpine world ski championships gap 2011
68
tasks & challenges tv coordination
With regard to the area of TV coordination, the LOC is required to complete a great number of tasks on behalf of its partners (HB, FIS, etc.). It is necessary to arrange for a â&#x20AC;&#x153;Technical Annexâ&#x20AC;? early in order to allow for a clear division of the responsibilities as well as the costs between the HB and the LOC. The Technical Annex serves as the basis for the preparation of the Rate Card. In addition to the Rate Card,
a manual is prepared by the LOC as well as several handbooks in collaboration with the HB. All RTV (radio and TV) areas should be planned and realized by the LOC; these include, among others, the IBC, the RTV compound, TV studios, and the mixed zone. Here, an important factor is the planning of all technical operations, service and facilities, broadcaster logistics as well as the shaping of all areas RTV-person-
nel come in contact with. These include the Winner Award Ceremony, temporary construction, the public address system and light concept, parking, shuttle, catering, text messaging services and security. In order to be able to coordinate this high number of tasks during the event-period, daily meetings with the EBU, FIS, HB and the right-holding broadcasters are held.
13 tv coordination | final report | fis alpine world ski championships gap 2011
69
facts & figures tv coordination
3
venues | kandahar arena, gudiberg arena and medal plaza
host broadcaster
gap tv 2011 | collaborative broadcasting between the ard and zdf under the direction of the zdf
70 cables
7
TV studios
9 announcer platforms 14
radio mixed zones
18 / 19
tv / radio | rightsholders on site
60fibers
temporary optical fiber loop (FTTx) | between the 3 venues with up to 60 fibers from venue to venue
61
commentary positions
fig. 13.1 illustration of the personnel structure in the media department
63
cameras
~
km
500
hrs
tv coverage in total
1,429 TV accredited
persons
2,400 IBC
sqm
8,500 RTV compound
sqm
ressort | events final report fis alpine world ski championships gap 2011
14 events | final report | fis alpine world ski championships gap 2011
14 events
71
aims & responsibilities >> Presentation of a diverse supporting program in order to convey an emotional and memorable WSC >> Creation of a nexus between culture and sports >> Preparation and Implementation of a 2 week cultural animation program at the event arenas, the WM Park and provision of guides >> Preparation and Implementation of a 2 week musical evening program at the WM Park >> Animation and staging of the FAN Parks >> Creative design of the footpaths from the bus shuttle to the FAN Parks
72
14 events | final report | fis alpine world ski championships gap 2011
73
tasks & challenges events
The main task of the events department was the establishment of a nexus between culture and sports in all areas. Thanks to 1.5 million € in public funds it was possible to plan an opening ceremony the likes of which had not been seen before in alpine ski sports. In addition to that, the funding allowed for a high degree of cultural involvement. Accordingly, three special exhibitions were organized in collaboration with the local museums, the themes of which were “Women on Skis“, “Snow Art“ and a special exhibition on “The 1936 Winter Olympics – The Obverse of the Medal“. walking paths Furthermore, to animate visitors, both the walking paths to the FAN Parks as well as a high-quality cultural program called „Anima Nivis“, which put the spectators in the arena in the right mood for the upcoming event before each race, were developed. free program Since one of the main objectives was to present a free program to the WSC guests on a daily basis, 15 different artists and bands performed on the WSC stage. Both regional artists from the local Bavarian area as well as well-known international artists were considered. Accordingly, young Bavarian artists performed on weekdays of the first week, while international show acts performed on the weekend. The second week was
designed to appeal more to the elderly target group. All in all, the evening program had a large share in spreading the “WSC fever“ throughout the city.
14 events | final report | fis alpine world ski championships gap 2011
74
facts & figures events
3
exhibitions at museum | 07.12.-30.04.2011
12
bands fan park | 08.-20.02.2011
15
bands wm park | 08.-20.02.2011
ca.
650
artists/performers | 07.-20.02.2011
ca.
70.000
spectators wm park | 08.-20.02.2011
fig.14.1 illustration of the personnel structure in the events department
95.348 wsc song youtube clicks | 01.-20.02.2011
75
recommendations 路
involve of local traders
路
events department should plan early (at least 1.5 years in advance)
路
personnel structure should consist of at least 2 people
ressort | ceremonies final report fis alpine world ski championships gap 2011
15 ceremonies | final report | fis alpine world ski championships gap 2011
15 ceremonies
77
aims & responsibilities The purpose of the ceremonies is to honor all the athletes and sports in general. Athletes should be the center of attention and should also feel they are the center of attention. Nonetheless, the ceremonies should be very attractive to and emotional for the spectators. The organization of ceremonies takes place in very close collaboration with FIS, the host broadcaster and the LOC-Ressort Media/ TV-Coordination. These are the most important objectives concerning ceremonies: >> Produce of ceremonies with precise plans and procedures and in compliance with the official FISprotocol >> Entertain spectators on site and celebrate the heroes of the ski family >> Provide space and the possibility for athletes to show their emotions >> TV and media are able to broadcast and present the ceremonies in the best way >> Follow the official FIS protocols throughout >> Do not underestimate the logistical portion of the ceremonies, in particular with regard to different event-areas
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tasks & challenges ressort ceremonies
The Winners Presentations (10 in total) for athletes 1 to 3 took place directly after the race in the finisharea. Three former athletes and the executive committee, who were invited as VIP-Guests on those days presented the flowers. The Winner Award Ceremonies for athletes 1-6 (11 in total) took place at 6.30 pm on stage at Medal Plaza in the city center. This was produced as a live broadcast which lasted 13 minutes. Athletes arrived at 6.15 pm in the public area. The broadcasts were produced by TV and shown live on a video wall at Medal Plaza. On four days (downhill men and ladies, and slalom men and ladies) the public bib draws (4 in total) took place directly after the Winner Award Ceremony on Medal Plaza. Ceremonies and bib draws at the Medal Plaza were very well attended. The athletes 1-25 for the qualification races were also presented and athletes 1-6 were given prizes by FIS representatives. For the first time at technical events there was leader applause for athletes 1-3 after the 30th racer finished the second run. The closing ceremony directly after the winner award ceremony in the finish area after the last race day started at 3.20 pm and lasted 20 minutes. All volunteers were invited to take part in the closing ceremony as they were the most important part of the WSC. The key challenge with the ceremonies was â&#x20AC;&#x153;communicationâ&#x20AC;?. The person responsible for ceremonies had
to be very much aware of the different resorts, such as logistics, media, TV-coordination, marketing, mixed zone coordination, security, accreditation and events. Very close communication with the FIS had to be ensured. There were quite a few suppliers for different services, such as technical equipment (stage, lighting, sound), flowers, music, pyrotechnics, flag production, podium, back wall, prizes (honorary prizes) and agencies responsible for the opening ceremony (costumes, hair and make-up for the ceremony-girls).
79
figures
10 45 60 62 78 120
volunteers | 02.02.-20.02.2011 | 9 females and 1 male flower bouquets | 08.02.-20.02.2011 | 9 females and 1 male kids for bib draws | 11.+12.02. + 18.+19.02. | kids to hand out the bibs to the athletes flags | | 62 flags from 35 different nations honorary prizes | 08.02.-20.02.2011 | we had loads of extra prizes just in case kids for winners presentation | 08.02.-20.02.2011 | kids to carry the flags | during the wp
lasting
7 13 20 22
minutes
winners presentation
lasting
minutes
winner award ceremonies
lasting
minutes
closing ceremony
lasting
bib draws
minutes
80
overview of the different ceremonies: >> 9 Winners Presentations General (right after the race in the finish area; athletes 1-3) >> 1 Winners Presentation Nations Team Event (right after race in the finish area; teams 1-3) >> 4 Winners Presentations Qualification Races (athletes 1-6 with prizes; presentation 1-25) >> 9 Winner Award Ceremonies General (Medal Plaza; athletes 1-6) >> 1 Winner Award Ceremony Nations Team Event (Medal Plaza; teams 1-3) >> 1 Winner Award Ceremony Last Race Day (right after the race in the finish area; athletes 1-6) >> 4 Leader Applauses (after 30th racer at GS and SL; current athletes 1-3) >> 4 Bib Draws >> 1 Opening Ceremony (TV live broadcast) >> 1 Closing Ceremony
15 ceremonies | final report | fis alpine world ski championships gap 2011
81
facts
ceremonies recommendations communication Provide for very close communication with both the FIS and TV stations from the beginning of the organizing process on; invite FIS to rehearsals. rehearsals · It is very helpful if you have rehearsals very early because things change. Everyone involved in the ceremonies needs to be present at the rehearsals. The DJ, the speaker, the ceremony girls, the TV director, the stage director, and extras as athletes and officials are required. volunteers · 9 females and 1 male, proved not to be enough. Depending on the location, you will require more males to get things lifted and carried. It very often happens that one of the volunteers gets ill, so that you will need some extras to help out. It could be very helpful to have one assistant who starts a week before the rest, so that that person has some prior experience.
·
fig. 15.1 illustration of the personnel structure in the ceremonies department
flags and flagpoles · Find information about production times of flags and flagpoles very early, so that you know the latest possible time for ordering. bib draw songs · It is nice to have the favorite songs of the athletes when they march onto the sta- ge. Teams should be asked about this early. bib draw kids · The Bib Draws were to be very attractive and emotional, so we decided to have all the kids already on stage during the WSC instead of having one after the other walk on stage. transportation · It is very helpful to have a special car for material-transportation, in particular when there are different event areas.
16 wsc projects ressort | wsc projects final report fis alpine world ski championships gap 2011
16 wsc projects | final report | fis alpine world ski championships gap 2011
>> VIP-Support >> Guest Service >> Fan Clubs >> Youth Camp >> Disabled Care >> Knowledge Management
83
16 wsc projects | final report | fis alpine world ski championships gap 2011
84
tasks & challenges vip support
Within VIP Support, a distinction was made between different groups and responsibilities: loc vips & dsv-vips Coordination of the invitations as well as guest management and complete support on site took place in close collaboration. fis Support of the FIS and their VIP guests took place in close cooperation with FIS members. suppliers/ partners of the wsc Contracts with WSC suppliers/partners sometimes included the provision of VIP tickets, which were handed out by the LOC. sponsors The marketing agency Tridem was in charge of the coordination of sponsors’ requests, i.e. accreditations/ tickets, accommodation, general information. sold vip-tickets Tridem supported VIP-ticket holders who bought their tickets in regular sales. The following benefits were included: use of VIP-parking spots as well as of a VIP shuttle organized by Tridem, grandstand seating or standing in the VIP section, access to the VIP tent, general information. invitation management The invitation process was facilitated by an individually developed software program for guest management. This allowed for the transparent management of numerous records by several employees. Thus, potential sources of error could be kept to a minimum. vip volunteers
The VIP volunteers needed were selected carefully after a personal interview. Job-specific training, which taught them how to treat VIPs as well as high-ranking heads of state and heads of the government according to protocol rules was developed in coordination with the Federal Government’s former Chief of Protocol. Another training course, run out by the head of department, prepared the volunteers for their specific operating areas during the WSC. general services for vip guests Various services established for our VIP guests contributed to optimal support: vip tent The VIP tent, run by the marketing agency Tridem, was divided into two different categories. The silver section, for which tickets were offered in conjunction with a grandstand standing place, was located on the ground floor. Tickets to the gold section on the first floor were offered along with a grandstand seat. In both categories, high-quality catering was offered, which included both regional and international gastronomical specialties. Lounges, which were identified by appropriate branding measures, were created for the LOC/ DSV/ FIS. Support in these areas and the planning of the seating arrangements was provided by the LOC and the DSV. The VIP volunteers of the LOC welcomed the invited guests of the WSC at the reception counter and ensured individual support in the WSC lounges. medal plaza A special interior area with a view of the medal ce-
remony was designated for VIP guests at the Medal Plaza. Drinks and snacks were offered. VIP volunteers provided the relevant personal support. ceremonies The VIP volunteers were assigned in close collaboration with the ceremonies department and provided appropriate support: They also briefed VIP guests who were involved in ceremonies. vip parking/ vip shuttle Exclusive VIP parking was available for guests of Tridem and the LOC/ DSV/FIS. From there, the guests were driven to the venues by shuttle. At the LOC/ DSV parking lot, support was offered by volunteers. If applicable, deposited tickets could be collected at a WSC counter. vip shuttle Accredited VIP guests were able to use the VIP shuttles for extra tours. vip hotels The VIP guests of the LOC/ the DSV and the FIS were accommodated at two different hotels. At WSC counters, which were set up in the hotels’ lobbies, VIP volunteers welcomed the guests, provided them with information and coordinated shuttle tours for them. attachés Attachés were deployed for the individual support of high-ranking national and international guests of state or members of the IOC. They possessed both local knowledge and language skills. support of the fis Personal support by VIP volunteers at the WSC
16 wsc projects | final report | fis alpine world ski championships gap 2011
counter was provided for those FIS members and their guests staging in one of our VIP hotels. In addition to that, also in the back-office of the FIS support from VIP volunteers was received.
facts & figures
15
vip volunteers | 05.02.2011 - 20.02.2011
recommendations ·
·
25
·
vip vehicles | 05.02.2011 - 20.02.2011
·
491
invited vip guests | 08.02.2011 - 20.02.2011
1000
per day
general number of vip places | 08.02.2011 - 20.02.2011
85
·
Start close collaboration regarding VIP-invita- tions with the national ski association at least eight months in advance. Finalize VIP guest list up to six months prior to the WSC. Use a software tool that allows the use of more people by documenting changes. Be strict with regard to lock-up periods by indi- cating that after a specific date no more tickets will be left. Refrain VIP tickets rather than sending them out. There are lots of last-minute changes and if the tickets are sent out, handling the return is more complex. Money can also be saved for mail postage.
aims & responsibilities >> increase the event’s significance in the VIP sector with the help of services especially designed for VIP guests during their stay at the WSC >> fulfill of individual requests by VIP guests and personal support by trained volunteers >> ensure that protocol procedures are followed by close collaboration with the local police department as well as with the protocol offices of the respective politicians or VIPs >> strengthen of the WSC’s positive image as an event in the premium sector by intensive collaboration with the VIP hospitality operator and the official retailer of VIP tickets (Tridem)
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tasks & challenges guest service aims & responsibilities The main objective was to make the FIS Alpine Ski World Championships 2011 at Garmisch-Partenkirchen an unforgettable experience for all our visitors and spectators. In detail, the objectives were: >> Offer of a smooth event program on and off location by improving information for the spectators >> Increase spectator involvement by providing adequate information >> Increase enthusiasm for the event >> Provide the most important information about the WSC 2011 as well as about Garmisch-Partenkirchen >> Provide efficient back and forth trips for spectators with the aid of the WSC Shuttle Service
Prior to and during the event, spectators were able to obtain all relevant information on the gap2011website. Upon arrival in Garmisch-Partenkirchen, the spectators received information about the continuation of their journey via loudspeakers in the train. At the train station and at the shuttle terminals, the spectators were welcomed by volunteers who showed the spectators the way and answered all their questions. Volunteers in the guest service area were positioned at all relevant junctures (train station, shuttle terminals,
fan parks and various other places). Specially trained volunteers provided information about the WSC. These volunteers were able to answer most questions that the spectators asked (e.g. regarding the program, departure times of the shuttles and trains, etc.). Additionally, mobile city guides assisted by providing information about Garmisch-Partenkirchen, accommodation etc. All in all, 8 bus routes with 50 buses were available to transport the spectators to the venues and back. In the spectator guide, a small folding map, the visitors could find all relevant information about the WSC as well as a map of the area including zoom areas of the venues Kandahar, Gudiberg and the WM-Park. All guests were greeted in a â&#x20AC;&#x17E;naturally Bavarianâ&#x20AC;&#x153; fashion, i.e. in a friendly and sincere manner. The challenge was being able to troubleshoot. Being aware that situations change during the event and making sure you are able to deal with those changes appropriately. This applies not only to the employees but in particular to the volunteers.
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recommendations
facts & figures
·
Offer a pocket size bus schedule
5
·
Set up an efficient Lost & Found System
·
43
Print safety-rules on the back of tickets (e.g. “no dogs allowed”)
radio sets | 07.02.-21.02.2011
bibs | 07.02.-21.02..2011 | „info“-bibs helped recognize | the volunteers
50,000
skin tattoos | | more would have been | better, especially with the | motive „mascot“
70,000
spectator guides | | only 40.000 were distributed
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tasks & challenges fanclubs
aims & responsibilities With regard to visiting fan clubs, our ambition was to >> improve the positioning of fan clubs in order to achieve an impressive atmosphere at the venues >> enhance the quality rating of the event for fan clubs by providing special attractions >> increase ticket sales by offering special ticket conditions for fan clubs
Fan clubs received special discounts on tickets (20% on cat. III, group tariffs on cat. I and II). Tickets could only be booked via the Organizing Committee. Prior to the event, fan clubs received newsletters on a regular basis. This was important to stay in contact and to keep the database up to date. During the event, fan clubs received information and support at the fan club booth at the venues. Our volunteers assisted them, e.g. in fixing the banners or finding their standing area. Parking places were reserved if fan clubs were registered. When filling the grand stands (if they were not sold out), the fan clubs were given preferential treatment. Registered fan clubs were greeted personally and given a little gift. The challenge was being able to troubleshoot. Being aware that situations change during the event and making sure that you are able to deal appropriately with those changes. This applies not only to the employees but in particular to the volunteers
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recommendations
facts & figures
·
Offer a pocket size bus schedule
15
·
Print safety-rules on the back of tickets (e.g. “no dogs allowed”)
·
Establish separate safety-rules for fan clubs
newsletter fan clubs | 02.2010 – 02.2011 | providing the latest | news to the 90 fan | clubs in the database
20
newsletter fan clubs | 08.02.-20.02.2011 | 20 fan clubs applied | for a place | for their banner
40
fan clubs | 08.02.-20.02.2011 | approximately 40 fan clubs | came to the event
1,800
gifts for fan clubs | 07.02.-20.02.
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tasks & challenges youthcamp
aims & responsibilities
one week program
>> promote ski sport >> promote enthusiasm for snow sports among young people from all over the world >> promote young people’s participation in ski sport >> contribute to promote understanding among nations >> create and maintain a friendly relationship between FIS member associations >> promote cultural sporting exchanges
1st Day: Sun, 06.02.2011 >> Arrival of the participants >> Getting to know the other participants
Each national skiing association (FIS member) was able to nominate two applicants for the youth camp. The first application deadline was October 31, 2010. By December 15, 2010, the youngsters received a confirmation of their registration. Cancellations were received up until right before the camp started. When possible, late registrations were considered. Initially, a 2-week youth camp with 45 participants (each week) was planned. Due to considerably low demand, only one week with 30 participants from 19 nations (RSA, GBR, NOR, LAT, GER, AUT, BIH, HUN, SUI, CZE, FIN, SWE, UKR, GRE, ROU, SVK, FRA, CAN, TPE) was realized.
2nd Day: Mon, 07.02.2011 >> Walking tour of GarmischPartenkirchen and Outfitting >> Opening ceremony of the WSC >> Camp Meeting 3nd Day: Tue, 08.02.2011 >> Ladies’ Super-G >> Sightseeing tour/ Walking tour >> torch-light walk through the Partnach Gorge >> WM-Park >> Camp Meeting 4th Day: Wed, 09.02.2011 >> Day of skiing >> Ski races, prepared by a class of the Werdenfels Gymnasium >> Camp Meeting 5th Day: Thu, 10.02.2011 >> Sightseeing trip to Munich: >> Guided tour through the Olympic Park and ascent up the Olympic Tower >> WM-Park >> Camp Meeting 6th Day: Fri, 11.02.2011 >> Ladies’ Super-Combi >> Walking tour and tobogganing St. Martinshütte (cancelled, as participants too tired) >> WM-Park >> Camp Meeting 7th Day: Sat, 12.02.2011 >> Men’s Downhill >> WM Park >> Camp Meeting
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facts & figures
·
1/1
jacket/hat each |
8
·
days
period of time | 06.-13.02.2011 | initially, a second week | planned (13.-20.02.2011)
30 19 from
participants
| | | | | | | | |
· · · · · · · · ·
recommendations
nations
| | initially, 45 participants | per week were planned
shuttle from/to munich airport supporting program on-site on-site bus shuttle attendance at the wsc races accommodation accreditation full board supervisors attend the camp clothing
·
·
request a contact person from each of the different associations early employ supervisors who have worked together previously provide good coordination with the shuttle ser- vice, or perhaps operate a separate bus espe- cially for the participants of the youth camp when clarifying of the conditions for support by a foundation, attention should be paid to possible modifications due to a different number of participants
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tasks & challenges disabled care aims & responsibilities >> integrate handicapped people at the WSC 2011 by making venues accessible >> increase the eventâ&#x20AC;&#x2122;s significance for the disabled by providing support and relevant information >> stimulate ticket sales by offering special conditions for persons with disabilities In the context of the WSC, the Organizing Committee reviewed, edited, and handed out an information leaflet on handicapped/ wheelchair accessible institutions in the town of Garmisch-Partenkirchen. Parking spots as well as barrier-free transport to the venues were provided for disabled people/ wheelchair users. Additionally, accessible walking paths / transport routes in the fan zone and the spectator area were set up. Furthermore, barrier-free sanitary containers were put up at the sports venues. The employment of a specially trained team of volunteers in this particular area was important to the Organizing Committee. In the run-up to the WSC, this team was trained in dealing with wheelchair users and was able to test the mobility of a wheelchair user themselves. The places set aside for wheelchair users were located directly at the grandstands. In this way, an unrestricted view could be guaranteed. The construction of a temporary, barrier-free rail-
road crossing within the event area posed a challenge to the organizers. Here, an elevator was put up. The organizersâ&#x20AC;&#x2122; attention was directed to the fact that handicapped people should always have an unrestricted view (if necessary on direction of the volunteer team of disabled care) and barrier-free access also at the opening ceremony, award ceremonies, etc.
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recommendations
facts & figures 2
number of toilets for wheelchair users at each venue | 07.-20.02.2011
3
number of wheelchair shuttles | 07.-20.02.2011 | 2 vehicles for wheelchair users: | 1x4 pax; 1x1 pax; 1 vehicle for | people with a limp or | accompanying persons: 1x7 pax
20
number of places on the stand set aside for wheelchair users | 07.-20.02.2011 | 50% occupancy rate on average; | sold out on the weekends
40
number of parking spots reserved for people with a limp and for wheelchair users | 07.-20.02.2011
路 involve a neutral, handicapped person, ideally a wheelchair user, in evaluating accessibility once the construction work is finished 路 consider and inform (via email, mail, advertisements etc.) not only guests, but first and foremost also local inhabitants with a disability 路
路
make it possible for people with a disability to be right in the middle of the events instead of being at the side distribute tickets for people with a disability only at one specific box office in order to en- sure support from beginning to end and to allow for full care
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tasks & challenges knowledge management aims & responsibilities >> structurally disclose data and information regarding the strategic planning and operative realization to organizers of future major sports events, especially of those in the alpine skiing sports sector >> enable direct knowledge exchange among experts by allowing access to operational areas during planning and consultation >> plan and conduct coordination talks with the FIS as well as a study group seminar >> document for historic use
Knowledge management of the WSC consisted of preparing coordination group meetings with the FIS, planning and carrying out the final inspection as well as preparing the concept and realization of the study group program. While planning stages and partial realizations were still discussed during the coordination group meetings and at the final inspection, the study group seminar had already dealt with the rĂŠsumĂŠ of the actual processes of the WSC. Recommendations for future organizers were addressed. In addition individual talks between experts and persons in charge of the different departments could be conducted upon prior agreement. The planning and realization of the study group program was carried out in close collaboration with a team of qualified volunteers who were responsible for support of the different groups on site.
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facts & figures
5
number of volunteers | february 2011
8
number of delegations | february 2011
40
recommendations 路
路
-
allow for four to six weeks for the preparation of documents and presentations the following competences should be found in the study group volunteers team:
74
structured working method and good know ledge of MS Excel for the elaboration of lists
-
different language skills
150
-
open and friendly attitude
-
flexibility
number of expert consultations during the wsc | february 2011 | individual talks with |the persons in charge of |the respective departments number of study group participants | february 2011
documents/ documentation of the final inspection | september 2010 | folders with documents | from all departments
300
final reports | march-april 2011
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personnel structure wsc projects
fig. 16.1 illustration of the personnel structure for the wsc-project vip support
fig. 16.2 illustration of the personnel structure for the wsc-project guest service
fig. 16.3 illustration of the personnel structure for the wsc-project fanclubs
16 wsc project | final report | fis alpine world ski championships gap 2011
fig. 16.4 illustration of the personnel structure for the wsc-project youthcamp
fig. 16.5 illustration of the personnel structure for the wsc-project disabled care
97
fig. 16.6 illustration of the personnel structure for the wsc-project knowledge management
98
results
fis alpine world ski championships 2011 february 8th, 2011 · super g ladies
february 14th, 2011 · super combined men
february 16th, 2011 · nations team event
1
Elisabeth Görgl
aut 1:23.82
1
Aksel Lund Svindal
nor 2:54.51
1
France
2
Julia Mancuso
usa 1:23.87
2
Christof Innerhofer
ita 2:55.52
2
Austria
3
Maria Riesch
ger 1:24.03
3
Peter Fill
ita 2:56.41
3
Sweden
february 9 th, 2011 · super g men
february 17th, 2011 · giant slalom ladies
1
Christof Innerhofer
ita 1:38.31
1
Tina Maze
slo 2:20.54
2
Hannes Reichelt
aut 1:38.91
2
Federica Brignone
ita 2:20.63
3
Ivica Kostelic
cro 1:39.03
3
Tessa Worley
fra 2:21.02
february 11 th, 2011 · super combined ladies
february 18 th, 2011 · giant slalom men
table medal
g s b
1
Anna Fenninger
aut 2:43.23
1
Ted Ligety
usa 2:10.56
1
Austria
4 3 1
2
Tina Maze
slo 2:43.32
2
Cyprien Richard
fra 2:10.64
2
France
2 1 1
3
Anja Pärson
swe 2:43.50
3
Philipp Schörghofer
aut 2:10.99
3
Italy
1 2 3
4
USA
1 2 0
february 12 th, 2011 · downhill men
february 19 th, 2011 · slalom ladies
5
Slovenia
1 1 0
1
Erik Guay
can 1:58.41
1
Marlies Schild
aut 1:45.79
6
Canada
1 0 0
2
Didier Cuche
sui 1:58.73
2
Kathrin Zettel
aut 1:46.13
7
Norway
1 0 0
3
Christof Innerhofer
ita 1:59.17
3
Maria Pietilä-Holmner
swe 1:46.44
8
Sweden
0 1 3
9
Switzerland
0 1 0
february 13th, 2011 · downhill ladies
february 20 th, 2011 · slalom men
1
Elisabeth Görgl
aut 1:47.24
1
Jean-Baptiste Grange
fra 1:41.72
2
Lindsey Vonn
usa 1:47.68
2
Jens Byggmark
swe 1:42.15
3
Maria Riesch
ger 1:47.84
3
Manfred Mölgg
ita 1:42.33
10 Germany
0 0 2
11 Croatia
0 0 1
99
imprint editor : OK FIS Alpine Ski-WM 2011 Veranstaltungs GmbH graphic concept and editorial design : Deike Armbröster · Design Atelier fotos : Yorck Dertinger [ 6 | 7 || 8 || 16 || 73.1 || 73.3 || 83 || 87 ] Matthias Fend [ 2.6 || 70 || 71 || 75 || 78.1 || 79 || 86 || 88 ] Marcel Lämmerhirt [ 1/cover || 2.4 || 14 || 18 || 20 || 22 || 31 || 36 | 37 || 47 || 50 || 66 || 80 || 82 ] Michael Mayer
[ 2.1 || 42 | 43 || 68.2 || 78.2 ]
Alex Schelbert [ 10.2 || 12.1 || 12.2 || 12.3 || 19 || 61 ] Christian Stadler [
2.2 || 2.5 || 2.7 || 9 || 10.1 || 15 || 21 || 24 || 26 || 27 || 28 || 39 || 40 | 41 || 44 || 45 || 48 || 58 || 59 || 60 || 62 || 63 || 64.2 || 67 || 72 || 73.2 || 76 || 77 || 85 || 89 ]
OK GAP2011 [
2.3 || 4.1 || 4.2 || 7.2 || 29.1 || 29.2 || 32 || 33 || 35 || 53 || 54 || 64.1 || 68.1 || 90 || 91 || 92 || 93 || 94 || 95 || 99.1 || 99.2 || 99.3 || 99.4 ]
Š OK FIS Alpine Ski-WM 2011 Veranstaltungs GmbH