WELCOME TO ACCREDITATION! Accreditation Training Guide • The Five W’s of Accreditation • Accreditation Definitions • Accreditation Position Descriptions • Policies, Procedures & Having Fun The Five W’s of Accreditation WHO Needs Accreditation? •Event Family •Athletes, Team Officials, Ski Racing Suppliers •FIS Personnel •Media and Broadcasters •Guests and VIPs •Event Workforce •Vail Valley Foundation Staff, Vendors and Contractors •Volunteers •Vail Resorts, Inc. staff •Sponsors •Law Enforcement and Public Safety The Five W’s of Accreditation WHAT Does Accreditation Look Like? Badge Type Cardholder’s information Cardholder’s Photo Additional access icons Accreditation Zones The Five W’s of Accreditation WHAT? (cont) Accreditation Badge Types FIS GUEST VIP MEDIA TEAM SRS LOC VOLUNTEER SEC CPP EMS FIRE GOV PS MIL HOST BROADCASTER EBU RIGHTS HOLDER FIS International Ski Federation GUEST VIP MEDIA TEAM SRS Ski Racing Supplier LOC Local Organizing Committee VOLUNTEER SEC Security CPP Close Personal Protection EMS Emergency Medical Service FIRE GOV Government PS Public Safety MIL Military HOST BROADCASTER EBU European Broadcasting Union RIGHTS HOLDER The Five W’s of Accreditation WHAT? (cont) Accreditation Zones 1 Team Area 5 TV/Radio Area 2 Industry Area 6 Media Center 3 Media Area 7 Timing / Data Area 4 Photo Area 8 Priority Lift Access 9 VIP Hospitality Accreditation Access Icons Escort privileges S Silver Hospitality Guest Experience Armed personnel G Gold Hospitality Guest Experience Catering privileges P Platinum Hospitality Guest Experience T₁ T₂ Priority transport lane Private driver service The Five W’s of Accreditation WHEN Will Accreditation Badges Be Available? Welcome Center Welcome Center Westin Riverfront Mountain Villas Westin Riverfront Mt. Villas Gondola Ballroom 218 Riverfront Lane Gondola Ballroom Avon, CO 81620 Operating dates: 218 Riverfront Lane January 26 – February 15 7:00 am – 7:00 pm Group: Avon,Client CO 81620 FIS, Guest, VIP/Hospitality/Media Volunteer Headquarters Race Office Volunteer Headquarters Race Office Season’s Building Park HyattPark Beaver Creek Season’s Building Hyatt Beaver Creek ADDRESS?? 136 East Thomas Place ADDRESS?? Beaver Creek, CO 81620 137 W. Benchmark RoadOperating136 East Thomas Place Operating Dates: dates: Date – Date?? January 26 – February 15 Avon, CO 81620 Creek, CO 81620 Time – Time?? 7:00 am –Beaver 7:00 pm Client Group: All 15er Volunteers Client Group: Team/SRS, LOC Broadcast, Public Safety Operating Dates/Times: January 26 – February 15 7:00 am – 7:00 pm Operating Dates/Times: January 25 – February 15 6:00 am – 6:00 pm Operating Dates/Times: January 26 – February 15 7:00 am – 7:00 pm Client Group: FIS, Guest, VIP/Hospitality/Media Broadcast, Public Safety Client Group: All 15er Volunteers Client Group: Team/SRS, LOC The Five W’s of Accreditation WHERE Is Accreditation Required? •Identified restricted zones, i.e., competition areas, operation compounds, media/broadcast areas, etc. These locations will be identified by the space owner. •Access control signs will be posted at the entrance to the areas requiring accreditation on barricades, fences, temporary and permanent buildings, tents, etc. •Access areas will be monitored by volunteers. Only individuals with the specific accreditation zone appearing on their badge will be allowed in these locations. The Five W’s of Accreditation WHY Do We Have Accreditation? •To ensure that people accessing given areas around the event are supposed to be there. •Provides the necessary security of everyone involved in the event. •Easily identifies the holder by their badge type and the areas they are allowed to visit. •Accreditation badges must be worn on a lanyard at all times when performing an official function or working responsibility. Accreditation Definitions Term Definition Who Where When (mm/dd/yy) Accreditation Personal identification card to be displayed at all times. Anyone who requires access to restricted zones Distribution points: The Welcome Center The Race Office Build-out: 9/14 – 1/15 Event: 2/1 – 2/15/15 Build-out: 2/16 – 4/15 Zones Restricted areas based on client groups and operations. Space owners Designated locations around both Beaver Creek and Vail stadiums 2/1 – 2/15/15 Day pass Accreditation for a day. Primarily maintenance, last minute guests who will only be present for a day Distribution points: The Welcome Center The Race Office Event: 2/1 – 2/15/15 Supplemental pass Additional identification devices to allow access in to more restricted zones – i.e. bibs for field of play, arm bands for mixed zone, FIS issued cards for sport restricted areas. Staff identified to require additional access to perform job duties Depending on client group: Race Office Media Center TV/Radio Booking Office Event: 2/1 – 2/15/15 Upgrade card A card to be displayed only in conjunction with a valid event Accreditation, which will allow additional access Accredited people who require additional access for a specified time, not unlimited Space owner or staff manager Event: 2/1 – 2/15/15 Accreditation Position Descriptions The Accreditation Team will be comprised of volunteer Greeters, Support Staff, and Benefits Agents. They will be assisted by the VVF Management Team and the volunteer coordinator. Volunteers will be cross-trained in order to fill each of these roles: Greeter • Volunteer(s) will be located at the front entrance to the 2015 Welcome Center to greet arriving guests. Greeter will communicate the guest’s name to the Support Staff and let the guest know that an Agent will be assisting them with the review of their 2015 benefits packet. Support Staff • Upon receiving the guest’s name from the Greeter, volunteer(s) will pull the respective packet from the packet storage area and indicate the date and time it was retrieved. Volunteer will then give the guest’s packet to an Agent. Communication method to be determined based on technology available. Accreditation Position Descriptions Benefits Agent • Volunteer(s) will meet with each guest to review the contents of their benefits packet. The Agent will provide explanations of the contents of the package and answer any questions the guest may have. The Agent must ensure that the guest signs and dates an acknowledgement form indicating they have picked up the full contents of their packet. Management Team • Members of the Vail Valley Foundation, the Volunteer Coordinator, and the Lead Coordinator will comprise the Accreditation Management Team. They will oversee the volunteers and activities at the 2015 Welcome Center to ensure that the guest is given the appropriate benefits materials. Information that the Agent cannot resolve with the guest will be directed to a Management Team member for resolution. Policies, Procedures, & Having Fun! Appearance/Grooming •As a representative of the Vail Valley and the 2015 World Championships, you will be expected to be clean, groomed and dressed appropriately. •It is not acceptable to wear clothing or hats with logos other than for this event. Uniform Guidelines •You must wear your assigned 2015 World Championship uniform during your shift assignment. The Accreditation team will wear the assigned 2015 vest and under-layer with your own black slacks, khakis or dark denim. You will be responsible for maintaining your uniform at all times to ensure it is clean and a positive representation of the event. Policies, Procedures, & Having Fun! Event Accreditation Badge •Volunteers must wear their assigned event accreditation badge on a lanyard and it must be visible at all times during shift assignments. Badges are non-transferrable and doing so will result in immediate dismissal from the event. If your badge is lost or stolen report it immediately to your Volunteer Coordinator. Attendance/Absences •If circumstances arise that will either make you late or not allow you to work your shift, you must immediately contact your Volunteer Coordinator, Debby Jasper, at 970-343-0608. Cell Phone Usage •While volunteering, use your cell phone appropriately given the situation. Avoid taking calls when with guests and if you need to take or make a call, excuse yourself from the area and keep your conversation brief. Policies, Procedures, & Having Fun! Meal Breaks •A meal will be provided for every shift you work as a volunteer. Your accreditation badge will be required to enter designated areas where meals will be served. Parking &Transportation to/from Welcome Center •Volunteers are expected to park only in assigned parking locations at First Bank. Policies, Procedures, & Having Fun! Be in The Know •We are the 2015 Welcome Center! Each member of the Accreditation team must have a comprehensive knowledge of Beaver Creek and Vail, the 2015 World Championship schedule of events and locations, and be able to find the answers to the guest’s questions. •It is your responsibility to be proficient in helping guests with their myriad of questions. How? Before the event, visit the BC, Vail or Lionshead Information Centers and/or visit the following web sites: - 2015 FIS Alpine World Ski Championships -vailbeavercreek2015.com - Beaver Creek – beavercreek.com - Vail – vail.com •Download these apps onto your cell phone: •iTranslate – supports 42 languages for translation and dictionary services. Highly acclaimed as the best translation app. •ResortApp - provides information and local specials for restaurants, parking, maps in the Vail Valley, plus is GPS capable. A 2015 FIS Alpine World Ski Championships add-on, will be available during the event, which will communicate event schedules and results, among other event specific information. Policies, Procedures, & Having Fun! Attitude is Everything! •Everyone should have fun! Make the most of your 2015 World Championship experience and keep your spirits and your attitude high. •Smiles rub off on others – you can have an impact on guests, other volunteers, and staff just by the look on your face. •Your sense of humor is an asset but consider your audience when joking around. •Flexibility is key when working on a team. If you are needed in a different position for the day, do so willingly and be prepared to ‘take one for the team”. •Let’s present ourselves as a positive and enthusiastic team!
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