World
March Update for 2010 Alltech FEI World Equestrian Games
By
Mar 12, 2008, 09:23

We have developed a mid and long-term staffing plan and organizational chart for Operations through 2010 which includes the staffing for major areas such as Communications, Logistics, Maintenance, Utilities, Transportation, Security, IT/Facilities, Catering/Concessions, Competition, Discipline Managers, Course Designers, Veterinarian, and Competition Technology (Timing and Scoring).

· We are continuing to develop an Operational timeline for Venue Development, Venue Management, Security, Housing, and Transportation.

· We updated the EEI Board (Kentucky Rolex 3Day Event) on the venue development and plans for the Games. EEI’s Janie Atkinson, as our Eventing discipline manager, is making internal decisions to help fulfill our needs through their ongoing efforts. We will continue to update and look for possible legacy opportunities for post-2010.

· Met with LUFCG management and Bluegrass Pride about waste management and recycling needs during the Games and the possibility of doing a waste management assessment during KHP events this year.

· Met with the Lexington Host Committee and representatives of the Lexington Fayette Urban County Government WEG Group concerning the Games and progress on city preparations and functions during the Games. Much is being done.

· We are finalizing plans for the World Equestrian Games Olympic Reception in Hong Kong that will be hosted by the USEF, the FEI and the Foundation as well as finalizing observer plans for the Equestrian portion of the Olympics held in Hong Kong in August. With these efforts, we will be maximizing international participation in our Games.

· The Kentucky Experience has proposed a structure design and footprint for their Pavilion within the Trade Show. This area can now be officially located and developed. It will be an excellent representation of what makes Kentucky unique and will be a great attraction for all of our Games visitors.

· Met with officials who are internationally known for scoring and timing for many Olympic events including equestrian events, about Scoring/Timing needs for all eight disciplines including how these systems must interact with television, media and scoreboards.

· Released Requests for Expression of Interest for the following operational areas:

o Catering & Concession Services
o Temporary Seating Provider
o Temporary Structures Provider


· Continue interviewing potential stadium footing vendors for the Main Outdoor Stadium and warm-up. This is a critical element in our Games preparation and execution as well as for the long term use of these facilities.

· Venue Development Design Continues in the following areas:

o -Driving Stadium
o -Competition Operational Needs
o -Detailed Overall Map


· Transportation
o Continue to locate potential park and ride lots to be included in the overall transportation plan. We are getting closer to a draft overall plan.
o Assigned responsibilities to major areas of the transportation plan to key members of the transportation committee that includes City, State, KHP and WEG officials.

· Toured office space and the training center for Central Kentucky Riding for Hope. They have offered office space and volunteer support for the Para-Equestrian event.


COMPETITION DEVELOPMENT


* Met with potential Language Services coordinators.



* Met with Short’s Travel Regarding Athlete Housing. We are completing surveys of the athletic housing needs for all competing nations as part of this plan.



* Hired Competition Technology and Volunteer Coordinator, Sherry Frank



* The development of a detailed Competition Activities Schedule continues. This will be integrated into the overall Games master schedule.



SPONSORSHIP/HOSPITALITY/MARKETING/MEDIA

In Recent Weeks:

· Re-negotiated our contract with our IT partner, Digiknow for our web site needs through the Games.

· Held Sales and Marketing Committee meeting.

· Met with 8 prospective sponsors.

· Submitted 7 new sponsorship packages.

· Many preliminary plans have been made for board meetings to be held in Northern Kentucky (May) and Louisville (summer).

· Planning continues for detailed Media Updates to be held at the Rolex event and the Kentucky Derby.

· Editorial board meetings have been scheduled with Kentucky newspapers in Lexington, Louisville, Danville, Richmond, and Georgetown.

· Articles were written for the National Walking Horse Association magazine and “A Look at Lexington”—2008-2009 edition.

Coming Up:

· Alltech update meeting (3/12)

· Planning for June Sponsorship Summit.

· Planning for sponsor activities surrounding Rolex Kentucky Three-Day Event.

· Finalize 3-4 sponsorship agreements.

· Several partnership announcements prepared to be made via press releases.

FINANCE/TICKETING

· The number of tickets available on an ongoing basis has been and continues to be evaluated and adapted based on new information and emerging requirements that the Games must adhere to.

· Continue to work with Short’s Travel to work on the quantities of tickets that will be available to them for use in their travel packages.

HOUSING BUREAU


* The Housing Bureau is actively working toward its initial goal of securing 5,500 sleeping rooms per day (3557 are already contracted or in the final stages of negotiation). There are additionally 1058 rooms currently interested in participation, and more are being sourced. New hotel properties under development in the area are not included in the current numbers.



* Short’s private property rental provider, Event Home Leasing, has received inquiries from 215 homeowners interested in renting their home during the Games and 171 possible visitors interested in renting private property during the Games.


· A survey regarding teams and affiliate accommodation needs was distributed to all National Federations of the FEI. The data is currently being analyzed.


VOLUNTEERS

· We are up to 5,500 volunteers that have updated their profiles and are activated from our basic data base of 21,000. It is important that we capture specific information for those who have expressed some level of interest. Registration and interest remains constant.

· A volunteer-based list of Frequently Asked Questions is now located on the opening page of the volunteer registration system to answer our volunteers’ (and potential volunteers) many questions.

· Next steps include volunteer training options on the web and person to person. Since many volunteers will be coming from outside the state it is important that we offer various training options.


COMMUNITY OUTREACH


* A process in now in place to react to presentation requests, (“The Speakers Bureau”) that includes the following:



o A request form is available online that any interested party needs to fill out to request a speaker, located on our website under “Get Involved”;
o Speakers are all registered in the volunteer system so that we can easily communicate speaking opportunities and track how many presentations are made on a monthly basis and to whom;
o A Speaker’s Bureau committee which will be charged with recruiting and training speakers;
o A speakers took kit has been developed
o We now have more than 20 speakers trained and accepting engagements.



OUTREACH PROGRAMS


* Intern recruitment activities continue for summer 2008.



* Our Equine pavilion concept for demonstration and exhibit space has been developed, and work continues on the equine organization database to be used to distribute the RFP for equine exhibits and other opportunities.



* A draft RFP for equine exhibitions and demonstrations was circulated to a group of breed and discipline affiliates for review and comment. After a few minor revisions, the RFP was made public in early March.



* We reviewed and updated a marketing and promotion plan for our Trade Show with marketing staff. Follow-up continues with prospective Trade Show exhibitors via email outreach and phone calls. Current trade show sales continue to increase with 152 booths reserved.



* Work continues on identifying key equine trade shows, competitions, and annual conferences where the Foundation should have a presence to promote the Games.



Questions regarding the interim update should be addressed to Jack Kelly at 859-255-2010.

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