|  | Member's News | No.58 January 2010 |
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IPC Observers Programme For Vancouver 2010 Paralympic Winter Games Information and Registration Package |

Introduction
The upcoming Vancouver 2010 Paralympic Winter Games, 12-21 March, will be a large-scale, multisport event and a unique experience for all those that will attend. In Vancouver the IPC shall again organize an Observers’ Programme, targeting primarily future Host Cities of the Olympic and Paralympic Games, other major events organizers and organizations with special interest on certain fields related to the main themes of the programme. The IPC has previously organized similar programmes in Athens 2004, Turin 2006 and Beijing 2008. Within the framework of its partnership with the IPC, IAKS provides its members with an excellent opportunity to benefit from their participation in the IPC Observers’ Programme, through observation and knowledge sharing. This is the second time - after Beijing 2008 - that IAKS members will have the chance to gain invaluable first hand experience and insight into aspects of the Paralympic Games. Based on experience from the observation in Athens, Turin and Beijing, a comprehensive programme has been developed for the Vancouver Games in close collaboration with the Vancouver Organizing Committee for the Olympic and Paralympic Winter Games (VANOC). The IPC Observers’ Programme in Vancouver 2010 will be the most extensive Observers Programme held so far for Paralympic Winter Games. The main elements of the programme include:

- A total of 13 days of activities • A total of 19 visits, including all competition venues and the most important non-competition venues
- Presentations from key VANOC Managers and from IPC Advisors across a large variety of subjects.
- Informative workshops, opportunities for observation outside visits and an IPC Observers’ Manual to facilitate the observation.
- Thematic sessions focusing on a client group experience or on a topic with significant Games management value, during visits conducted in a venue.
- Possibility to conduct own observations based on individual interests and needs.

Based on the evaluation of previous Observers’ Programmes, IPC has introduced for Vancouver 2010 a new approach in programme delivery, aiming not only to provide information but also to ensure that the observers will significantly enhance their overall knowledge and understanding. In this regard, there will be a Panel Discussion at the end of the presentation of each theme including representatives from VANOC, IPC and observing organizations.
Programme Overview
In the following table, an overview of the IPC Observers’ Programme for Vancouver 2010 as it stands today is presented.
Classification
Activities highlighted in green represent activities conducted in Whistler, including venue visits.
Activities highlighted in yellow represent activities conducted in Vancouver, including venue visits.
Activities highlighted in orange represent roundtable session and/or workshops, conducted in Whistler, without venue visits.
Opening and Closing Ceremony (in purple colour) are not part of the Observers’ Programme Activities, however they are included in the table above, in order to mark the official start and ending of the Vancouver 2010 Paralympic Winter Games.
The detailed schedule includes extended information for each activity, including:

- focus theme
- venue(s) to be visited
- activity overview and objectives
- content of the activity
- target audience
- presentations titles
- activity timeline
- VANOC Management contacts
- potential additional requirements for participation
- Please note that minor changes may occur, as IPC is currently in the process of developing the final
  schedule in close cooperation with VANOC.

Base of Operations
The IPC Observers’ Programme will be based in the Paralympic Family Hotel (PFH) in Hilton Whistler Resort & Spa, located at 4050 Whistler Way in Whistler. All official activities will start and finish in the PFH.
For activities scheduled to visit Vancouver, there will be a pick up/drop off point in downtown Vancouver, to better serve any observers residing there.
Registration to the Programme
In order to register in the IPC Observers’ Programme for Vancouver 2010 Paralympic Winter Games you need to fill the attached “Observers’ Programme Participants Summary Form” and submit it electronically to the following address: meinel@iaks.info.
An administration fee of €700 applys for each participant. Please fill the "Observers' programme Participants Summary Form" and return it as soon as possible.
Registration of all IAKS members to the Observers’ Programme will be submitted via the IAKS Coordinator Klaus MEINEL. He will act as the “Coordinator” and contact person for the IPC also at Games-time as regards to all affairs related to your participation in the Observers’ Programme.
The main deadline for registration applications is 27 November 2009.
Registration applications submitted until 27 November 2009 will ensure participation in the IPC Observers’ Programme.
Registration applications will also be accepted after 27 November 2009, but in this case registration on the Programme is subject to remaining availability and may not be possible at any time after this date, without prior notice. Applications shall not be accepted after 31 December 2009.
After the submission of the applications, IPC will provide a confirmation of receipt of registration to applying IAKS members. Although automatic acceptance to the programme will be granted if you submit your application within the deadline mentioned above, please note that acceptance is considered valid only after the respective administration fees have been paid.
Payments
Payments will be made against an invoice sent by the IPC. Payments can be made via a wire transfer. The invoice shall be sent to you after the submission of the Participants Summary Form, along with payment details.
Administration fees for participation in the IPC Observers’ Programme are payable in full once invoiced.
Sign – up for Observers’ Programme’s Activities
For the observers’ sign up to Programme’s activities, IPC has introduced an online registration tool. It has been developed to facilitate the registration process and has been designed to be user friendly for both the organizations’ Coordinators and the IPC Observers’ Team.
IPC will send to the IAKS coordinator a user name and password so that he/she can access the IPC online registration tool for the Observers’ Programme. IPC will also send detailed instructions for the use of this registration tool.
The IAKS coordinator will be responsible for registering all participants in the online registration tool and to manage the allocation of each observer to specific activities as well as any changes or additional requests. He/she is responsible for managing this process following the set of Policies and Rules of Registration of the Programme. Applicants will be given the opportunity to express their preferences to particular activities before allocation, but it must be noted that while IAKS and IPC will make every effort to satisfy requests, participation in any one particular activity cannot be guaranteed.
Sign – up to the various activities will be open from 28 November 2009 and can be edited and updated at any time until 31 December 2009. Changes made after this date may be subject to approval by the IPC Observers’ Team.
Accredit Applicationation
Accreditation and Travel Visas to enter Canada
All participants in the IPC Observers’ Programme need to obtain a valid accreditation for Vancouver 2010 Paralympic Winter Games in order to attend the programme.
Accreditation applications will be entered via a registration website (www.paralympic.org/events). Upon receipt of the “Observers’ Programme Participants Summary Form” the applicant will be provided with user access to submit applications and photos online.
The information you provide in the Accreditation Application will be used to produce the Paralympic Identity and Accreditation Card (PIAC) for each participant. The PIAC, which will be sent to participants prior to their departure, will be accepted as the multiple entry visa to Canada from 12 February to 21 April 2010, together with a valid passport.
In order for this entry visa to be automatically processed, participants’ information and photo must be submitted to the IPC by 15 November 2009. (Please see information below regarding criteria for photo submission).
Accreditation applications may be submitted after the above deadline, but if the information has not been provided by this deadline, each participant will need to proceed to their Embassy to apply for their own entry visa, if so required.
Additionally, in order to obtain the PIAC and the entry visa, a participant’s passport must be valid at least until 21 October 2010 and the details on the passport must match those in the accreditation information provided to the IPC.
Please note that if a participant is traveling to Canada through a third country that requires an entry visa, he/she needs to apply for that visa separately.
Photo Submission

- Photos should be submitted with the following criteria.
- The photo should be an accurate likeness of the applicant.
- The photo must be in colour; black and white photos will not be accepted.
- The image file must be between 50 and 100k.
- The photo should have a width/height ratio of 0.8.
- The applicant’s facial expression must be neutral; the applicant should not be smiling or showing any teeth in the photo.
- Photos must be taken with even lighting and should not show shadows or flash reflection on the face and head.
- Photos must show a full front view of the face, with both edges of the face showing clearly.
- The face and shoulders must be centred in the photo and squared to the camera.
- Eyes must be open and clearly visible.
- Glasses, including tinted glasses with prescription, may be worn as long as this is for medical purposes.
- Hats or head coverings are not permitted except when worn for religious reasons and only if the full facial features are clearly visible.
- The background must be plain — white or light blue are recommended.
- The photo must not be altered in any way.
- Please see cic.gc.ca/english//pdf/photospecs-e.pdf as a reference for acceptable photographs.

All accredited guests must also submit their photo to the IPC by the 15 November 2009 deadline in order to receive the automatic visa entry.
Observer (OBS) Accreditation Entitlements
The PIAC forms the basis for Observer Programme participants to access the specific venues and zones required to complete their function during the Paralympic Games, under the following conditions:
Venue Access
Official Activities
The PIAC alone will not provide access to any venue. In order to access a venue during an official activity of the programme, observers shall obtain an upgrade pass from the IPC visits coordinators. This pass, along with the PIAC, will provide access to the specific venue(s) visited and the specific areas related to the theme of the activity.
Individual Observations In order to conduct own observations, observers will need to obtain from their Organization’s Coordinator an upgrade pass which will provide access to specific venues and specific areas within those venues. The IPC will issue a limited number of upgrade passes to cover the needs of individual observations for each Organization, according to the size of their delegation.
Transportation Combined with the appropriate upgrade pass, observers will also have access to the transport means organized for the programme’s activities they have been signed-up for. The PIAC also provides observers with free access to the public transport network in both Vancouver and Whistler. For transfer between Vancouver and Whistler a special service will be arranged for observers, linking the two cities at certain times during the day.
Please note that the PIAC alone does not provide access to:

- Paralympic Games Opening and Closing Ceremonies
- Spectator seating areas
- Use of local ground transportation provided by VANOC’s transportation department (T3 Service).

Please note that the IPC does not cover any travel, meals or accommodation costs related to your stay in Vancouver.
Accomodation Information
The IPC will try to facilitate your accommodation in Whistler. Accommodation information on the Paralympic Family Hotel is available on the registration website (www.paralympic.org/events). The IPC has also reserved a small number of rooms at additional hotels. Please contact Sharon Slaney at guestservices@paralympic.org if you require any further information.
If you would like our assistance with your reservation, please complete the reservation request online and we will do our best to accomodate you.
All reservation requests will be allocated subject to availability.
Medical Insurance
While all accredited Paralympic Family members are covered by VANOC's medical coverage for treatment in Paralympic Family hospitals, we would recommend that you consider taking out additional travel medical insurance that could cover any additional medical services or treatments that may not be included through VANOC's coverage.
Games Tickets
Should you wish to purchase tickets for the Vancouver 2010 Paralympic Winter Games, please submit your orders through the eVenture zone website www.eventurezone.com.
Please submit ticket orders onlineat www.evnturezone.com
Paralympic Hospitality Centre
The Paralympic Hospitality Centre (PHC) is located in an exclusively dedicated venue in the heart of Whistler Village, only steps away from the official Paralympic Family Hotel, the Hilton Whistler Resort & Spa.
The Centre will provide a rewarding hospitality experience for select guests and valued corporate partners offering an environment for informal business dialogues and relaxing entertainment.
The PHC will operate from 13 – 21 March 2010 from approximately 16:30 to midnight.
16:30-18:30 Light snacks and beverages (soft drinks, beer, wine)
18:30-21:30 Buffet dinner
21:30-00:00 Light snacks and beverages
Participants in the programme will include:

- NPCs including their guests, partners & potential partners
- Future Games Host Cities representatives
- Paralympic Games sponsors
- IPC partners and VIP guests

The IPC will organize one special evening in which participants in the Observers Programme can purchase an evening at a special rate of 75 Euros/per person. The date for this evening has not yet been specified; however we will confirm the date with you at a later time. Additional evenings can be purchased at the regular rate of 100 Euros/ per person/ per evening.
There will also be opportunities for organizations to host their own special events, receptions and private dinners within the PHC.
For further details regarding the Paralympic Hospitality Centre, please contact Stephanie Keller at: stephanie.keller@paralympic.org
Please contact Stephanie Keller at stephanie.keller@paralympic.org or guestservices@paralympic.org for Information on the Paralympic Hospitality Center.
Optional Tours, Transportation and Local Services
The IPC is working with a company called e-Venturezone that can assist groups of three or more persons with local on-site assistance including:

- airport transfers
- local ground transportation
- local tours and excursions
- local staff assistance

For additional information, please contact:
Jon Jones
Eventurezone
jon@eventurezone.com
www.eventurezone.com
Tel. +1 541.272.3188
toll free: +1 866.668.1726
fax: 801.606.2884
Summary of Procedures
The procedure for registration in the IPC Observers’ Programme for Vancouver 2010 Paralympic
Winter Games has the following steps:

1. Registration Application
   1. The IAKS member fills the attached “Observers’ Programme Participants Summary Form” and submits electronically to the following address: meinel@iaks.info. The IAKS Coordinator will forward all applications to the IPC. The nominee will receive access to the online registration website (www.paralympic.org/events) in order to submit accreditation application.
   2. In case the applicant organization requires additional services from the IPC (accommodation booking, Games tickets, Paralympic Hospitality Centre passes), the respective requests need to be made online at www.paralympic.org/events.
2. Registration Acceptance
   1. The IPC checks the data on “Participants Summary Form”, then notifies about successful receipt of the information and submits an invoice to the applicant IAKS member along with payment options and instructions.
   2. The applicant pays the participation fees and notifies the IAKS Coordinator, who in turn is responsible to provide IPC with a notification for the payments of all IAKS applicants.
   3. The IPC notifies that registration is accepted.
3. Accreditation Application
   1. An individual “Accreditation Application Form” is completed for each individual participant in the Programme online at www.paralympic.org/events. A proper photo needs to accompany each application.
   2. IPC will process accreditation applications received with VANOC’s Accreditation Centre.
      1. Applications received by 15 November 2009 allow for a PIAC to be produced and sent to the participant prior to their departure. This PIAC will be accepted as the multiple entry visa to Canada from 12 February to 21 April 2010, together with a valid passport that expires after 15 October 2010.
      2. Applicants whose applications will be received after 15 November will need to proceed to individual visa issuing processes with the Canadian Embassy in their country.
   3. Accreditation applications will be processed only under the condition that proper registration is received and the respective administration fees have been paid.
4. Signing up to Programme’s activities
   1. After confirmation of registration, the IPC will provide the IAKS coordinator with access to the on line registration tool for programme’s activities sign-up via dedicated user name and password. IPC will also send to IAKS the sign – up policies and procedures. A quota to each visit will apply, to ensure best content value for the participants and minimum impact on operations.
   2. The IAKS Coordinator will ask observers to indicate preference in certain activities thus setting priorities.
   3. The IAKS coordinator will sign up the observers to the various activities of the programme taking into consideration the preferences submitted and within the quota allocated to the organization. Sign – up to the various activities will be open from 28 November 2009 and will last until 31 December. Changes done after this date may be subject to approval by the IPC Observers’ Team.

Summary of Timelines
To enable us to provide you with outstanding service, we kindly ask you to provide any requested information to us by the stipulated deadlines. For your convenience we have attached a summary of these timelines below.

Date | What | How
--- | --- | ---
Before 15 November 2009 | Accreditation Application Form | At: www.paralympic.org/events
Before 15 November 2009 | Photo submission for Accreditation Application | At: www.paralympic.org/events
Before 27 November 2009 | Main deadline for Registration of Observers’ Programme activities | To: meinel@iaks.info
From 28 November 2009 | Start of signing-up for Programme’s activities (IAKS Coordinator, for IAKS members) | at: http://observers.paralympic.org
Before 31 December 2009 | Final deadline foe registration to the Programme and Deadline for signingup for Programme’s activities | At: http://observers.paralympic.org
March 8 March 2010 | Opening of Observers’ Programme’s Office in Vancouver |

Questions
For any additional questions regarding your stay in Vancouver during the 2010 Paralympic Winter Games, please contact:
Ms. Stephanie Keller, IPC Head of Protocol & Hospitality at: guestservices@paralympic.org
Please note that any questions relating to the Observers Programme itself, should be directed to Mr. Kostas Anestos, IPC Observers’ Programme Coordinator at: observers@paralympic.org
With kind regards,
Apostolos Rigas
Head of Paralympic Games Strategic Projects
International Paralympic Committee
Contact
International Paralympic Committee
Adenauerallee 212-214
53113 Bonn, Germany
Tel. + 49 228 2097-200
Fax. + 49 228 2097-209
http://www.paralympic.org

http://www.icsspe.org/portal/index.php?w=1&z=5