Asian Games 2018

THIS AUGUST, OVER 11,000 ATHLETES FROM 45 COUNTRIES COMPETED AT THE 18TH ANNUAL ASIAN GAMES, THE WORLD’S SECOND BIGGEST INTERDISCIPLINARY SPORTING EVENT, HOSTED THIS YEAR BY INDONESIA. WITH A MARATHON TASK AHEAD OF THEM, THE INDONESIA ASIAN GAMES ORGANIZING COMMITTEE CONTRACTED SOME OF THE UAE’S FINEST TALENTS TO HELP THE GAMES REIGN VICTORIOUS. TPMEA’S STEW HUME SPOKE TO SOME OF THOSE INVOLVED…

As the temperatures in the UAE soared, many companies from the events industry use the quieter summer months to take stock and look to the start of next season. However, when a truly global opportunity rolled into town, some companies decided to head east to champion the 18th quadrennial Asian Games. Second only in size to the Olympic Games, the event welcomes competitors from over 45 countries across Asia. In 2018, over 11,000 athletes came to compete in 44 different sporting events - from eSports to canoe polo. Organised by the Indonesia Asian Games Organizing Committee (INASGOC), the entire event spread across 2 cities, Jakarta and Palembang, which lie 270 miles apart. The dual location was a first for the Asian Games, which dates back to 1951, and the ambitious approach created some interesting logistical challenges for the body.

Back in May 2017, the INASGOC began talks with GL events Group, which would take on the role of General Contractor. Overseen by GL events Middle East, the organisation engaged 180 team members from 23 different countries to work alongside 1,000 local crew. Known globally for its work on large-scale sporting events, including the FIFA World Cup and the Olympic and Paralympic Games, few are more equipped with handling an event of this size. With only 9 months’ preparations time, GL events faced the challenge head on, supplying more than 45,000sqm of temporary structure for the Athletes’ Villages, accreditation centres, security, VIP and lounge zones. The group also supplied more than 15,000 seats for the grandstands.

The group was also tasked with providing 75,000sqm of branding materials in order to decorate the event’s many venue spaces. GL events also took care of the important directional information so spectators and athletes could orientate themselves and make it to events before the final whistle. This proved to be integral in the INASGOC’s City Beautification scheme to give the two cities a dramatic facelift prior to the event.

Speaking on behalf of GL events Group was the Managing Director of GL events Middle East, Benoit Beylier. “The time scale is the first hurdle that we had to overcome,” he commented, referencing the 9-month lead up to the event. “This included everything from design all the way to delivery, installations and, of course, removal of all temporary structures.”

Beylier also outlined some of the logistical issues. “During the early stages we needed a lot of information from the committee. Not having clear lines and directions at the earliest stages was very time consuming. There was also a selection of last minute additions that certainly added pressure. But we managed to help produce a successful event.”

The Managing Director also told TPMEA having a Middle Eastern arm of the global group sends a message to the wider entertainment world. “It really shows Dubai-based companies have the knowledge and capacity to become key players in another territory,” he asserted, adding, “It’s not only in the GGC countries!”

Wicked and Flow also enjoyed considerable presence in the Games and joined GL events Middle East in flying the flag for the UAE events industry out in Indonesia. In September 2017, GL events Group announced the acquisition of a 70% share stake of sister companies Wicked and Flow - a decision made as the Group looked to develop its presence in the Middle East events market. “We had begun to realise who the main players in the region were, as well as becoming aware that we were missing AC and power within our arsenal,” explained Beylier. “That’s when we first discussed the idea of combining teams and equipment with Wicked and Flow.” During the announcement, Alistair McDonald, Managing Partner at Flow and Wicked had expressed his excitement about the new opportunities the acquisition would present both companies – especially outside of the UAE region. The Asian Games marked the first time both companies were involved with a global event since the partnership.

Julie Doucet, the General Manager of Wicked, said the company was first approached by GL events because of its proximity to Asia: “Along with the vast square metres of structure we could supply from Dubai,” she added. As the first major collaboration with the group, Doucet expressed how the Wicked team approached the Games as a massive opportunity to expand its horizons and give the team the amazing experience to work on such a big event.

For the Games, Wicked provided 7,000sqm of its stock to help fulfil the demand for temporary structures. Most was utilised in the Athletes Village, including the main 8,000sqm dining hall within the area, all of which was created with a build time of just 6 to 8 weeks. “This was much shorter than the 3-month build we had initially planned,” admitted Doucet, explaining how delays at customs slowed down the timetable – the joys of international gig organisation! “But the delays and hard work were all worth it when we got to see our work front and centre for the athletics village,” recalled Doucet.

For Wicked, the timing of the event could not have been better as it offered a way to avoid the stock lying dormant during the ‘dry Dubai’ season of the blistering August heat. However, with the Games concluding in early September, Wicked had to be conscious of the impending season when deciding what stock to send over to Indonesia. “Throughout, we had to be mindful of the time of year for the stock to come back and ensure we could still device the UAE local market,” explained Doucet.

The quieter month of August also meant Wicked could send several members of its crew over to the event. “In total we sent a team of 20 to work on the project, filling various positions. It was a tremendous experience for our local crew!” For both the crew on site and those working on the production from Dubai, there were challenges. “Here in the UAE, we have access to our circle of suppliers which we can rely on, a luxury not always available in a foreign country,” said Doucet. “Not only that, language barriers were sometime a struggle for the ground team. Thankfully the appointment of local assistants on each site helped to facilitate the entire operation.”

Doucet concluded by looking to the future and stating how opportunities such as the Asian Games were just the kind of challenges Wicked embraces. “Wicked has always been willing to send kit anywhere - we just needed the opportunity. Being part of GL events is definitely giving us access to a lot more worldwide projects, which we are happy to take on alongside our regular local clients. Being able to deliver a project of this scale in a country where we had no local resources has strengthened our capabilities and we look forward to many more.”

Elsewhere on site, GL events also took up the mantel of official power supplier. For which it brought in Flow to provide 12mw of power and more than 800 distribution boxes. As well as dealing with venues across both cities, Flow also powered the Opening and Closing Ceremonies which showcased the beauty and greenery of Indonesia.

Flow, after first being approached at the back end of 2017, accompanied GL events to scope the power solution necessary for the event. Once it was agreed upon that Flow would handle the entire power solution for the Games, the team got straight to work to ensure enough stock was made available.

Jonathan Calvert, General Manager of Flow discussed the company’s involvement with the project and the 2 main logistic issues faced. He elaborated: “First of all there was the challenge of getting such a large volume of equipment over to Indonesia. Along with equipment from Dubai we also brought in stock from suppliers in South Africa, Germany and the UK. In total, we sent over 70 containers of equipment which, as you can imagine, was quite a feat. The second was simply filling the quota which saw Flow invest over €3.5 million in new stock!”

Representing Flow on the ground was Mark Butler, the company’s Head of Sales. Butler went into further detail about the latest investments. “Due to the demand of the Asian Games, Flow’s general fleet has increased by more then 500% across our cable and distribution products.” Although much of the investment was increasing Flow’s current stock, the Asian Games did present an opportunity to add new technology to its offerings. “Due to the extensive media presence at the Games, we wanted to ensure we had a fleet of distribution boards designed with broadcast in mind,” stated Butler. “Our latest editions to the distribution board fleet all have individual, adjustable RCDs as well as digital monitoring fitted to the distro. This allows complete flexibility and control on every individual circuit.”

Recounting his personal highlights - the opening and closing ceremonies – Butler added, “It was such a prestigious event and it was very exciting for everyone involved.” The Flow team ensured both ceremonies were provided with a reliable, stable power source while keeping certain parameters – such a voltage and frequency – within acceptable tolerances set out by the production company. As some of the cable runs were up to 350m in length - and with a load of approximately 600A - Flow significantly increased the dimensions of the cable to carry the current. Butler continued: “The generator farms designed for both ceremonies allowed the load to steadily increase across rigging, testing rehearsals and the show itself, so there was no danger of under loading any of the generators.” Away from the glamorous ceremonies, Butler admitted the Games being spread over 2 cities did create a testing working environment. “Indonesia is a huge country and with more then 50 sites across the 2 cities did prove trying,” reminisced Butler, not to mention the remote locations such as the mountain biking course which was a 10-hour drive from Jakarta.

Thankfully Flow were aided by a team of more then a 100 staff, divided into teams, who all managed between 5-6 venues. “This allowed us to give each venue the attention it deserved!”

Calvert dubbed the aid of the GL events Group invaluable. He explained: “The support of such a large organisation was priceless. They worked very closely with our local staff to ensure a successful delivery of equipment and personnel throughout the games.” The General Manager confirmed that without the acquisition by GL events last year, Flow simply would not have had the opportunity to access an event of this calibre. “I think it sends a strong message to the global market: Flow is very much a local business done well and is now ready to support an international event of this calibre.” Butler agreed: “The Asian Games was a huge challenge and without a doubt the largest Flow has ever worked on. That said, we knew we had the people and the skillset to execute effectively. We have come out the other side having successfully delivered a great product and service and we’ve learned a great deal in the process.”

Now the fun and Games are at an end, Flow can start planning its next move with a significantly increased fleet ready and waiting in the starting blocks. Calvert concluded by joking the first challenge was successfully bringing the equipment back to the UAE – all 70 containers of it! Photos: vklybe.tv

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