Head of Delegation Manual - Special Olympics

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SOWSG ATHENS 2011 HOD Manual – 2 nd edition � Escort Delegation to the Host Town destination. � March with the Delegation at the Opening Ceremony of the Games. � Provide language assistance, if required. � Facilitate the communication with the GOC. � Provide administrative support to the HOD. 6.3 HOD Meetings The purpose of the HOD Meetings is to provide the HODs or Assistant HODs with information concerning daily operations of the Games. HODs or their Assistants will have the opportunity to raise issues affecting more than one Delegation and express their concerns and opinions on Games-related matters. All official announcements related to the Games will be made during the Daily HOD Meetings. Please note: Participation in the HOD meetings is mandatory for at least the HOD of each Delegation. Check-in and registration will be completed before all meetings. Only the HODs or Assistant HODs, SOI representatives, authorized GOC Functional Areas representatives and DALs will be invited to participate in the Daily HOD Meetings. The official language of the meetings is English. Simultaneous translation will be available in the following languages: Arabic, French, Mandarin Chinese, Russian and Spanish. 6.3.1 Advanced HOD Meeting The Advanced HOD Meeting is scheduled to take place on Saturday, June 25th, 2011 at 09:00-12:00. All Delegations are required to be represented by the HOD or the Assistant HOD (at least one person of each Delegation is required to attend the meeting). The Advanced HOD Meeting will be held in the conference hall of the Ministry of Health and Social Solidarity- adjacent to the HELEXPO PALACE ATHENS building. The conference hall has a capacity of 800 people. The agenda of the Advanced HOD meeting will include topics such as: 58 | P age
SOWSG ATHENS 2011 HOD Manual – 2 nd edition � Opening Ceremony – relevant matters including Delegation involvement (transportation, staging, meals, post event activities for Delegation members). � Competition Schedule – changes and relevant information. � Communication procedures between the GOC and Delegations during Games time – Role of the HOD and their team (what GOC expects from HODs). � Games Transportation. � Medical Services. � Healthy Athletes Program (facility, access, procedures, operations). � Review of the Games calendar. � Changes made to the HOD Manual and updates that need to be communicated. 6.3.2 Daily HOD Meetings In order to establish the agenda of each Daily HOD Meeting effectively, Delegation Services will invite all HODs to complete and submit the “Question and Issue Reporting Form” daily by 18:00, available at the Delegation Services Centers in each accommodation venue. Questions or issues that apply to all Delegations will be answered at the following HOD meeting. Those questions or issues that apply to one Delegation only will be answered separately and Delegation Services Department will be responsible to provide HODs with the appropriate answer to issues reported. Minutes of each meeting will be developed and circulated to the HODs daily. Minutes of the previous days’ meetings as well as the agenda and other relevant information will be available at the welcome/registration desk at the entrance of the conference hall, which will operate daily, from 07:30 until the end of the meeting. The agenda of the HOD Meeting will be developed at 21:00 of the previous day (after the collection of the Issue Reporting Forms) and will be reviewed and agreed by the SOI representative of the Daily HOD Meetings. The Daily HOD Meetings will be held in HELEXPO PALACE ATHENS, where the Healthy Athletes Program will take place (Level E – Room E1). The HELEXPO PALACE ATHENS conference hall has a capacity of 400 people. The Daily HOD Meetings will be held on the following dates at 08:00 – 09:00 am: Monday 27/6/2011 Tuesday 28/6/2011 59 | P age
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Head of Delegation Manual - Special Olympics

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