eyof_final_report

22. CATERING
23. HUMAN RESOURCES
Information and introductory meetings from 3-6 June –
Dutch Festival Makers
The HR department met all of the Festival Makers at
information and introductory meetings in Utrecht. The CEO or
the Tour nament Director gave a presentation during the plenary
session. After this, everyone was subsequently split into groups
according to the job of his/her first choice to meet the relevant
cluster manager/person responsible.
Inspiration session 10 July 2013 – Galgenwaard Stadium
The Festival Makers got to know each other better at a session
at which inspiring speeches were given and food and drinks
were served. The Festival Makers were also given the
opportunity to collect their volunteer outfits and accreditation.
FACTS & FIGURES
Food:
Participants (athletes and companions): 25,264 packages
(breakfast/lunch/dinner)
Staff and Festival Makers: Lunch: 7,200, Dinner: 5,700.
The total number of packed lunches amounted to approx. 1,400,
of which approx. 200 were for Festival Makers. A lot of packed
lunches were handed out on the day of departure.
At both the Opening and Closing Ceremony a total of around
5,000 snacks were handed out.
Drinks:
Originally the following amounts of water and other drinks
were supplied:
Water: 48,000 half litre bottles
Aquarius: 16,800 half litre bottles
Coca Cola: 4,000 half litre bottles
Extra drinks were ordered because of the hot weather:
Bottles of water: 14,000 1/2 litre bottles
13,000 litres of water in 20 litre containers: i.e. 26,000 bottles
In addition the Festival Makers filled the water bottle that
they had been provided with free of charge with tap water.
Opening hours Restaurants Olympic Villages I and II
Breakfast: 05:30 – 10:00 hours
Lunch: 11:30 – 16.00 hours
Dinner: 17:30 – 22:30 hours *)
*In practice the restaurants remained open until 23.00 hours
because the competitions did not finish on time.
During
During the first couple of days of EYOF Utrecht 2013 it became
clear that the caterer had underestimated what was involved.
Despite the experiences with earlier editions of EYOF, which
were discussed with the caterer, the caterer was not fully
prepared for:
• the large volume of participants entering the restaurant
at the same time in the first two days;
• participants who helped themselves to large quantities
of food (and then threw most of it away afterwards);
• supervision in the restaurants.
Water distribution during Opening Ceremony
the first couple of days there was not enough staff
present in the two restaurants to deal with the influx of participants
(which resulted in long queues), there was a shortage
of food (because large quantities were being thrown away)
and plates, cutlery and leftover food was not returned to the
dishwashing room by the participants.
CONCLUSIONS AND RECOMMENDATIONS
As catering is an important precondition for the athletes to
perform well during the EYOF, it is essential to prepare every
catering aspect and to estimate the food quantities involved well
in advance. Special attention should be paid to the fact, that:
• Large groups of athletes will enter the restaurant at the same
time;
• Some athletes put more food on their plate than they could
eat which can cause food shortage for the other athletes;
• Not all athletes are used to take the used dishes and cutlery
to the dishwashing area by themselves;
Supervision should be at the restaurant at all times;
• Also seasoned catering companies not always have experience
with the needs and demands of (young) athletes.
During the first couple of days of an EYOF, the participants
do not participate in a great deal of sport yet. They only go to
training sessions. As a result the chances of a great influx of
participants in the restaurants is very great; greater than on the
days when competitions take place. In order to be able to deal
with the influx in the first couple of days, it is advisable to limit
the choice of meals on the first couple of days and to limit the
dinner on the day of the closing Ceremony. This will help speed
up things in the restaurants.
OBJECTIVE
To recruit, select, train and deploy sufficient manpower
(volunteers – Festival Makers) to turn EYOF Utrecht 2013
into a success.
To succeed in this objective, it has to be clear from the start,
what your expectations are concerning your Festival Makers
and what you, as a Festival, do and do not have to offer to the
Festival Makers. Basic principles were formulated for EYOF
Utrecht 2013, including ‘a unique Olympic experience’ and
‘a look behind the scenes of a national operating event
organisation’ as things EYOF had to offer.
RECRUITMENT
Website
The corporate website of the EYOF Utrecht 2013 contained
a page on which interested Festival Makers could register.
This page also contained all the information available on the
work involved.
Recruitment plan
Apart from the website, the following additional recruitment
activities and channels were used:
IT target groups were approached via our HR partner, letters
and email were sent to defined groups, partners’ networks,
sponsors and suppliers was used, digital newsletters were sent,
information and introductory meetings were held. Flyers, posters
and social media were also used and personal approach by
EYOF Utrecht 2013 staff.
Responsible
Number
Forecast
Actual
Number
Jobs
HR Team 500 600 21 + 26 jobs see table
next page
Sports associations 600 1,050 Sport technical divided
over 9 venues
Safety & Security
Cluster
Volunteer agreement
A volunteer agreement was introduced on the advice of the
HR partner. This document laid down all of the agreements.
Both parties could fall back on this document in the event
of a conflict or disagreement.
Background of the 600 Festival Makers of the HR Team
In total 600 Festival Makers were active, of which 27 came
from abroad.
Youngest volunteer: aged 12
• Oldest volunteer: aged 81
Sports associations distribution – 1050 total
Sports association Festival Makers
Gymnastics 89
Judo 99
Handball 82
Athletics 310
Swimming 142
Cycling 40
Tennis 85
Volleyball 95
Basketball 96
FACTS AND FIGURES
As much as 2,150 Festival Makers were involved in the EYOF
Utrecht 2013. This group was made up as follows, see table
underneath:
Via
The Security Company, Traffic Support,
Randstad Inhouse Services, Randstad
Hospitality Services
500 500 Safety & security jobs ROC Midden Nederland, MBO Veiligheid,
Ministry of Defence, Red Cross
46 47