Part 2 - LA84 Foundation

16. Reception and Protocol
488
10
10. The Hotel Shilla, with 23 stories and
336 rooms, served as Headquarters Hotel
for the Games.
11. IOC President Samaranch receives a
briefing on the operational plan of the
Headquarters Hotel.
apparatuses and agencies. Contingent
situations and matters requiring coordination
were reported in three-stage
fashion involving initial reporting,
interim reporting and final reporting on
the outcomes. The situations concerned
the following matters:
• Arrivals and departures of VIPs, and
their movement via airports
• Materials related to arrivals and
departures
• Information on the arrival and departure
schedules of Olympic Family
• Items requiring confirmation by relevant
apparatuses and agencies were:
• Changes in arrival and departure,
and additional items
• Statistical tabs on related
apparatuses
• Contingent situation including
accidents
The situation room operated various
communications devices and computer
equipment to handle the job
speedily and accurately such as
checking, reporting and transmittal.
The communications devices included
11 direct-call telephones (H/L), nine
ordinary telephones, and five interphones.
The computer equipment included
three facsimiles, five computers, one
WINS terminal, two walkie-talkies,
one TV set, and two sets of FIDS.The
tally of arrivals and departures compiled
by the situation room shows that
the number of the Olympic Family
members who entered Korea via airports
and harbors totalled 25,974; by
category, IOC accounted for 191, IFs
for 116, NOCs for 466, B for 832, C for
129, D for 1,197, E for 3,172, RT for
5,423, F for 13,584, G for 341, and
other guests such as Y,O, SP
accounted for 521.
16.2
Protocol Services
16.2.1
Basic Preparations
—————————————–
Organization of Headquarters
Hotel Operation Unit
For the foreign VIPs who entered the
host country to observe the Olympic
Games, the Games Organizing Committee
was required to accord them
proper protocol services and reception
commensurate with their status with
respect to the accommodation, reception
and guide schedules, issuance of
cards, sightseeing, social functions,
transportation and other functions.
To perform and operate such functions,
the SLOOC designated Hotel
Shilla as Headquarters Hotel, and
organized a Headquarters Hotel Operation
Unit. In the organization of the
Headquarters Hotel Operation Unit,
the apparatuses which were directly
related to the protocol services were
Protocol, Functions, and Venue Protocol
sections under the control of
Protocol Director; and the Reception,
Support, and Operation sections
under the control of Opening/Closing
Ceremonies Protocol Director.
Areas of responsibility of the
apparatuses
—————————————–
Protocol
• Operation of guide desks at the headquarters
and designated hotels
• Operation of Orientation Center
• Receipt and processing of various protocol
matters occurring during the Games
period
• Keeping track of VIP arrivals and departures,
and maintenance of cooperative
system with related apparatuses
• Selection of invitees and post - selection
protocol management
• Scheduling of courtesy calls and conferment
of decorations for selected VIPs;
management of the schedules
• Selection of persons for awarding and
management of awarding schedules in
consultation with IOC Secretariat
• Presentation of gifts and welcome articles
for Olympic Family
Diagram of Protocol Services
VIP Arrival
Notification
of arrival
Main Operation
Center
Airport Reception
Center
• Operation of national flags
• Operation of transportation for opening
and closing ceremonies at Pusan yachting
course
• Education, deployment and operation of
hosts/hostesses for VIPs.
Functions section
• Implementation of official banquets
during the Games period
• Support for banquet functions involving
other organizations and apparatuses
• Preparation and execution of VIP tour
and functions programs for spouses
• Planning and execution of special social
functions
Venue protocol
• Supply of protocol information
• Education for human resources, acquisition
of materials, beverage services, and
assistance for seating
• Operation orientation for VIP seating
• Operation guide for VIP lounges
• Operation guide for VIP food services
• Inspection of and advice on the performance
of protocol services
Reception section
• VIP guide for opening and closing
ceremonies
• Operation of ID badges
Notification
of departure
Headquarters Hotel
Operation Center
Reception at Hotel Protocol Department
Check-in
Issuance of
Accreditation Cards
Stay at Hotel
Standby by reception
personnel at entrance
Red carpet
Preparation of goods
Accommodation Desk
Report
Distribution of quarters
& handling of request for change
Accreditation Center
Presentation of gifts and
souvenirs
Cabling of various invitations
Furnishing of Protocol
Services
Attendance in
Functions
Visits to Sports Venues
Participation in
International Meetings
VIP Departure
Send-off at Hotel
Check-out
Information Desk
Information on various
protocol services
Information on
transportation
Change in air reservation
Information on sightseeing
and companions' programs
Furnishing of sports results