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FA EVALUATION REPORT OF ATHENS 2011 SPECIAL OLYMPICS WORLD SUMMER GAMES

ASF / MVP GUESTS REGISTRATION

1. KEY STATISTICSa) Organization of SOI MVP Guests, SO Programs MVP Guests and GOC MVP Guests Registration Procedureb) Organization of GOC ASF Guests Registration Procedurec) Collection of Photos of SOI MVP Guests, SO Programs MVP Guests, GOC MVP Guests and GOC ASF Guestsd) Confirmation procedures about the Flight and Accommodation Info of MVP Guestse) Confirmation procedures about the VISA requirement info

2. HIGHLIGHTS Each Guest for each category completed an appropriate registration form for himself and for his accompanying Guests (if any). There were 2 different options to complete the registration forms. The online registration form (via the MVP/ASF Official Portal) and the offline registration form (via the PDF Registration Forms). Each PDF completed registration form was printed and each online registration form was inputted in the registration database for the online submissions. The names of the Guests were confirmed for their approval nominations in GEMS. The following table shows the total number of registration forms that we received during the registration period.

VIP Categories Registration FormsSOI MVP 137SO PRO MVP 609

Total 746

According to our records, here are the final statistics for the SOI/ SO Programs MVP Guests Registrations:

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MVP Registration Results

MVP Guests 564 Guest PDF Forms 317MVP Accompanying Guests 182 Guest Online Forms 270Total MVP People 746 Guest Fax Forms 5

Unknown Guests 0 Guest Photos 597

Total Received Guests : 746 Total Guest Forms : 592

Today : 4/7/2011

Registrations Deadline : 4/7/2011 Remaining Days : 0

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317270

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Registration Forms Types

Guest PDF Forms Guest Online Forms Guest Fax Forms

564

182

MVP Guests

MVP Guests MVP Accompanying Guests Unknown Guests


The following table shows the total number of nominations that we sent to the GOC ASF and GOC MVP Guests during the registration period.

VIP Categories Number of Nominated GuestsGOC ASF 593GOC MVP 78

Total 671

The following forms / letters were sent to SOI MVP, SO Programs MVP, GOC MVP and GOC ASF Guests (total number of 1417 Guests) during the registration period:

Online MVP Fans Registration Form Special Olympics World Summer Games ATHENS 2011 - Confirmation Email Special Olympics World Summer Games ATHENS 2011 - Photo Requirement Special Olympics World Summer Games ATHENS 2011 - Online Submission Notice Special Olympics World Summer Games ATHENS 2011 - Photograph Submission Special Olympics World Summer Games ATHENS 2011 - Photo Requirement Special Olympics World Summer Games ATHENS 2011 - VISA – Special Olympics World Summer Games ATHENS 2011 - Flight & Accommodation Info Special Olympics World Summer Games ATHENS 2011 – GOC ASF Nomination Letter (EN) Special Olympics World Summer Games ATHENS 2011 – GOC ASF Nomination Letter (GR) Special Olympics World Summer Games ATHENS 2011 – GOC MVP Nomination Letter (GR)

and they created/sent as follows:

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Special Olympics World Summer Games ATHENS 2011Athens, Greece June 25 - July 4, 2011

MVP Fans Registration Form

This information is being collected on behalf of Special Olympics and will be processed at Special Olympics Headquarters in Washington, D.C., USA or Games Organizing Committee (GOC) ATHENS 2011. It will be used only by Special Olympics and the Special Olympics World Summer Games ATHENS 2011.

Section 1 - Primary Guest Registration InformationPlease remember that the fields with an * (asterisk) are mandatory

Prefix / Title *(e.g. Mr., Mrs., Dr., etc)

Given / First Name *(Max 30 characters)

Middle Name(Max 30 characters)

Family Name / Surname *(Max 30 characters)

Suffix(e.g. Jr., Ph.D., etc)

Organization *

Position / Title *

Mailing Address Street Address 1:

Street Address 2:

City: State/Province: Zip/Postal Code: Country:

Contact Person(if different than Guest)

Affiliated SpecialOlympics Program

Contact Information:

Cellular/Mobile Phone

Contact Information in case of emergency:

Full Name

Relationship to Guest

E-mail Address

Phone (Type)

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Credential Information:Please indicate exactly how you want to appear on your credential

Credential Full Name *

Credential Organization *

Credential Position *

Section 2 - Passport and Visa Information Please fill out, all the information regarding Passport and Visa (if needed) as they are mandatory.

PASSPORT Information: ♦

*

*

Gender (Male/Female) *

Date of Birth (Month/Day/Year) *

Passport Issue Location *

Passport First Name *

Passport Middle Name

Passport Last Name *

Passport Issue Date (Month/Day/Year) *

Passport Expiration Date (Month/Day/Year) *

Passport information is required to secure your credential.

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VISA Information: ♦VISA section is MANDATORY to complete if you require a VISA.Click Here for the “Countries requiring or not requiring VISA to visit Greece"

Click Here for the Matrix of Embassies and Consulates which issue visas, for countries participating in the Special Olympics World Summer Games ATHENS 2011 that require a Visa to

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https://apps.athens2011.org/mvpportal/visa-and-embassy-list.html

https://apps.athens2011.org/mvpportal/require-visa.html


Section 3 ─ Language and Special Needs

Language Information:The official language of the Special Olympics World Gamesis English. If you speak a language other than English and requireinterpretation, please specify below.

Other:

Do you require a Wheelchair Yes No

*

Secondary Language

Dietary Restrictions:

Dietary Restrictions

Dietary Comments:

Special Needs / Comments:

Section 4 - Dates of Attendance at the 2011 World Summer Games and Award Presentation

Please indicate the dates you will be attending the 2011 World Summer Games:

June 23rd (Thu) – Guest Registration Day June 24th (Fri) – Guest Registration Day

June 25th (Sat) – Opening Ceremony June 26th (Sun)

June 28th (Tue)

June 30th (Thu)

July 2nd (Sat)

July 4th (Mon) – Closing Ceremony

Award Presentation

Special Olympics invites MVP Fans to present awards to athletes at competition venues. The presentation of an award is an extremely proud and emotional moment for athletes and their families. Guest presenters play an important role in making the ceremonies memorable for athletes and spectators alike.

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Are you interested in presenting Awards? Yes No

If yes, please indicate at which sports you are interested in presenting awards:

Athletics Badminton Basketball Beach Volleyball Bocce

Cycling Equestrian Football (Soccer) Golf Gymnastics

Judo Kayaking Powerlifting Roller Skating Sailing

Table Tennis Tennis Volleyball MATP (Motor Activity Training Program)

Section 5 - Travel Information - (Please indicate, to the extent possible, your travel information.)

Dates of arrival into and departure from Athens, Greece - (final leg of journey only)Arrival Details Departure Details

Date (Month / Day / Year) *

Time (Universal Time-e.g.14:00) *

Airport Information (Airport Code) *

If you will be traveling to Greece by other means of transportation (e.g. Boat, etc.), please indicate travel details:

For airport operations, please indicate thenumber of people traveling with you

Baggage:

Please enter the number of bags that you anticipate having with you

Please indicate the Guests accompanying you:

Guests (Please note that you must also fill out the accompanying guest information form for each guest):

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ADD GUEST


Section 6 - Accommodation Information

Please let us know your hotel information below:

Accommodation Information

Name of Occupants:

Check-in Date (Month/Day/Year):Check-out Date (Month/Day/Year):

Name of Occupants:

Check-in Date (Month/Day/Year):Check-out Date (Month/Day/Year):

Section 7 - Fee InformationEach MVP Fan and their accompanying guest(s) will be charged a 50 Euro Hospitality Fee upon arrival in Athens in order to receive their credential.Additionally, MVP Fans and their accompanying guest(s) will need to purchase tickets for the Opening and Closing Ceremony. More information will be provided about ticket prices following submission of your registration.

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SUBMIT


Special Olympics World Summer Games ATHENS 2011 - Confirmation Email

Dear Sir/Madam,

Thank you for submitting your registration form and accepting our invitation to attend the Special Olympics World Summer Games in Athens.

We look forward to welcoming you in Athens for the Special Olympics World Summer Games in June !

If you have any questions or require additional information, please feel free to contact the MVP fans program staff at:

E-mail: [email protected] Tel: 0030-2112011 191Fax: 0030-2112011 111

THANK YOU

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mailto:[email protected]


Special Olympics World Summer Games ATHENS 2011 - Photo Requirement

Dear Sir/Madam,

In order to provide you with the best possible service by having your credential pass ready upon your arrival at the Welcome and Hospitality Center at the Hilton Athens Hotel, and offer you various MVP privileges such as free public transportation and access to the Honored Guest Lounges at the Competition Venues, you must send your photo as well as the photos of each of your Accompanying Guests to [email protected] .Please note that the photos must adhere to the attached Credential Pass Photo Requirements.




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Special Olympics World Summer Games ATHENS 2011 - Online Submission Notice

Position Organization <<automated completed>>

Thank you for submitting your registration form and accepting our invitation to attend the Special Olympics World Summer Games in Athens.According to our records from your online submission, the following fields are missing and they must be completed in order for your registration to be accepted:

Travel Information Traveling Party (The number of people traveling with you) Accompanying Guests Registration Forms Accommodation Information

Please select the following link and re-submit your registration form with all of the above information.https://apps.athens2011.org/mvpportal/ In addition, I would like to inform you that your registration will only be accepted if it contains your Travel and Accommodation Information, as well as registration information for each of your Accompanying Guests. If you do not have all of the above information please obtain it and come back to fill out your registration form. Please note that if you would like to have the people traveling with you obtain hospitality, access, and transportation privileges, you must register them as your Accompanying Guests, in which case each of them will be charged a 50 Euro Hospitality Fee (e.g. the number of people traveling with you should match the number of Accompanying Guest Registration Forms).


If you have any questions or require additional information, please feel free to contact the MVP fans program staff at: E-mail: [email protected] Tel: 0030-2112011 191Fax: 0030-2112011 111

Best Regards,

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https://apps.athens2011.org/mvpportal/


Special Olympics World Summer Games ATHENS 2011 - Photograph Submission


We would like to inform you that the picture (Picture: Last Name First Name) you have uploaded in your registration form is not compatible with the photo specifications and therefore removed. Please, see the attached document for the photo specifications and try to upload another one.

As the picture is essential for your accreditation and needs to be compatible with specific requirements, we apologize for any inconvenience caused.

Kind Regards,

Special Olympics World Summer Games ATHENS 2011 - Photo Requirement

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*** If you have already sent your photo as well as the photos of each of your Accompanying Guests, please ignore the following message ***

Dear Sir/Madam,

In order to provide you with the best possible service by having your credential pass ready upon your arrival at the Welcome and Hospitality Center at the Hilton Athens Hotel, and offer you various MVP privileges such as free public transportation and access to the Honored Guest Lounges at the Competition Venues, you must send your photo as well as the photos of each of your Accompanying Guests to [email protected]. Please note that the photos must adhere to the attached Credential Pass Photo Requirements.




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Special Olympics World Summer Games ATHENS 2011 - VISA -


In order to provide you with the necessary invitation letter for the VISA Process, it is important to complete all the following fields:

VISA Information:Full Name (as written on passport)

Date of Birth (Month/Day/Year)

Place of Birth

Nationality

Gender

Passport Number

Expiration Date of Passport (Month/Day/Year)

I.D. Number (in case you do not have passport, and you need an invitation letter in order to apply for a passport)

Embassy or Consulate where you apply for Schengen Visa

Duration of your stay in Greece (From-To)

Name and Address of the hotel you will be staying at during your time in Greece.

Please reply to us the above form as soon as possible.


Kind Regards,

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Special Olympics World Summer Games ATHENS 2011 - Flight & Accommodation Info


It is with great pleasure that we welcome you to the Special Olympics World Summer Games ATHENS 2011. In order to provide you with the best possible service, kindly please confirm your flight and accommodation information, for yourself and for your Accompanying persons, to the Games Organizing Committee at [email protected]. Please be advised that the GOC needs this information in order to provide you with airport transportation to and from your hotel. Failure to provide this information will NOT ensure you the availability of this service. The deadline to submit this information is June, 5.

For your convenience please complete the following fields and reply to this email.

Travel InformationDates of arrival into and departure from Athens, Greece - (final leg of journey only)

TRAVEL INFO Arrival Details Departure DetailsDate (Month / Day / Year)Time (Universal Time-e.g.14:00)AirlineFlight NumberAirport Information (Airport Code)

Accommodation InformationName of Hotel:Name of Occupants:Check-in Date (Month/Day/Year):Check-out Date (Month/Day/Year):

Please reply to us the above form as soon as possible.


Kind Regards,

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Special Olympics World Summer Games ATHENS 2011 – GOC ASF Nomination Letter (EN)


Athens, 1st June 2011Ref. No. :946/PS

We have the exceptional honor and pleasure to invite you to the Special Olympics World Summer Games Athens 2011, considering your presence integral and critical to the success of this organization.In the event of a positive response from you, you are kindly requested to visit the official website of the All-Star Fans at:

http://www.athens2011.org/asf/

and complete the Official All-Star Fans Guest Registration Form! In addition, if you would like your Accompanying Guests to be entitled to the privileges of the All-Star Fans you are kindly requested to complete for them the Official All-Star Fans Accompanying Guest Registration Form! All Official Registrations Forms must be completed in Latin characters and sent to the e-mail address of the All-Star Fans:

[email protected]

Moreover, in order to ensure that your Credential Pass will be ready upon your arrival at the Welcome and Hospitality Center at the Hilton Athens Hotel, it is imperative that you send us your photo and as well as the photos of your Accompanying Guests (if any) so that upon receiving it you can enjoy the special privileges of the All-Star Fans. Photos should be sent to the following email address [email protected] and should adhere to the requirements that can be found on the official website of the All-Star Fans.

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http://www.athens2011.org/asf/


Finally, in order for you to acquire a Vehicle Access Parking Permit to all the venues you are kindly requested to send us the following information:

Name of driver - Vehicle Plate Number - Type of Vehicle

In anticipation of your positive response,

Sincerely,

Organizing Committee Special Olympics World Summer Games ATHENS 2011P.O. Box 2011, GR-115 10 Ktirio Ippasias – Goudi Park, Athens

Tel.: +30 211 2011 000 Fax: +30 211 2011 111e-mail: [email protected] URL: http://www.athens2011.org

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http://www.athens2011.org/



Special Olympics World Summer Games ATHENS 2011 – GOC ASF Nomination Letter (GR)

Αθήνα, 9 Ιουνίου 2011 Αρ. Πρωτ.: 946/PS


Έχουμε την ξεχωριστή τιμή και χαρά να σας προσκαλέσουμε στους Παγκόσμιους Αγώνες Special Olympics 2011, Αθήνα θεωρώντας την παρουσία σας ως αναπόσπαστη και απαραίτητη για

.την επιτυχία αυτής της διοργάνωσης

11 Για ημέρες οι αθλητές θα αιχμαλωτίσουν την καρδιά και το μυαλό σας δημιουργώντας σε , όλους ένα αξέχαστο όραμα για έναν κόσμο δίχως προκαταλήψεις έναν κόσμο αποδοχής και

. έναν κόσμο όπου όλοι είναι νικητές

Ως ASF fan, έχετε πρόσβαση στις διακεκριμένες θέσεις και εντευκτήρια όλων των αγωνιστικών .εγκαταστάσεων και προτεραιότητα στην αγορά εισιτηρίων για την Τελετή Έναρξης και Λήξης

Για την εκδήλωση της θετικής ανταπόκρισής σας παρακαλούμε να επισκεφτείτε τον επίσημο ιστότοπο των ASF Fans : στην ηλεκτρονική διεύθυνση

http :// www . athens 2011. org / asf / gr

και να συμπληρώσετε την Επίσημη Αίτηση Συμμετοχής Κύριου Προσκεκλημένου ASF Fans ! , Επίσης εάν επιθυμείτε οι Συνοδοί σας να δικαιούνται τα προνόμια των ASF Fans καλείστε να

συμπληρώσετε για αυτούς την Επίσημη Αίτηση Συμμετοχής Συνοδού Κύριου Προσκεκλημένου ASF Fans ! Όλες οι Επίσημες Αιτήσεις θα πρέπει να συμπληρώνονται με Λατινικούς χαρακτήρες

και να αποστέλλονται στην ηλεκτρονική διεύθυνση των ASF Fans :asf @ athens 2011. org

, Επίσης προκειμένου να εξασφαλίσουμε ότι η κάρτα Διαπίστευσής σας θα είναι έτοιμη στο & Hilton Athens, 22 9:00 -Κέντρο Υποδοχής Φιλοξενίας στο ξενοδοχείο από την Τετάρτη Ιουνίου πμ

9:00 , μμ είναι απαραίτητο να μας αποστείλετε την φωτογραφία σας καθώς και τις ( ) φωτογραφίες των Συνοδών σας εφόσον υπάρχουν έτσι ώστε με την παραλαβή της να

απολαύσετε τα ειδικά προνόμια των ASF Fans. Οι φωτογραφίες θα πρέπει να αποστέλλονται στην ηλεκτρονική διεύθυνση asf @athens2011.org και θα πρέπει να εναρμονίζονται με τις

προδιαγραφές που μπορείτε να βρείτε στον επίσημο ιστότοπο των ASF Fans.

, Τέλος προκειμένου να δοθεί άδεια εισόδου του οχήματός σας σε όλες τις εγκαταστάσεις :παρακαλείστε να μας αποστείλετε τα παρακάτω στοιχεία

Όνομα οδηγού – Αριθμός Κυκλοφορίας Οχήματος – Τύπος Οχήματος

,Αναμένοντας στη θετική σας ανταπόκριση

Με εκτίμηση,

Special Olympics World Summer Games ATHENS 2011 – GOC MVP Nomination Letter (GR)

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http://www.athens2011.org/asf/gr


Αθήνα, 9 Ιουνίου 2011 Αρ. Πρωτ.: 946/PS


Έχουμε την ξεχωριστή τιμή και χαρά να σας προσκαλέσουμε στους Παγκόσμιους Αγώνες Special Olympics 2011, Αθήνα θεωρώντας την παρουσία σας ως αναπόσπαστη και απαραίτητη για

.την επιτυχία αυτής της διοργάνωσης

11 Για ημέρες οι αθλητές θα αιχμαλωτίσουν την καρδιά και το μυαλό σας δημιουργώντας σε , όλους ένα αξέχαστο όραμα για έναν κόσμο δίχως προκαταλήψεις έναν κόσμο αποδοχής και

. έναν κόσμο όπου όλοι είναι νικητές

Ως MVP fan, έχετε πρόσβαση στις διακεκριμένες θέσεις και εντευκτήρια όλων των αγωνιστικών .εγκαταστάσεων και προτεραιότητα στην αγορά εισιτηρίων για την Τελετή Έναρξης και Λήξης

Για την εκδήλωση της θετικής ανταπόκρισής σας παρακαλούμε να επισκεφτείτε τον επίσημο ιστότοπο των MVP Fans : στην ηλεκτρονική διεύθυνση

http :// www . athens 2011. org / MVP / gr

και να συμπληρώσετε την Επίσημη Αίτηση Συμμετοχής Κύριου Προσκεκλημένου MVP Fans ! , Επίσης εάν επιθυμείτε οι Συνοδοί σας να δικαιούνται τα προνόμια των MVP Fans καλείστε να

συμπληρώσετε για αυτούς την Επίσημη Αίτηση Συμμετοχής Συνοδού Κύριου Προσκεκλημένου MVP Fans ! Όλες οι Επίσημες Αιτήσεις θα πρέπει να συμπληρώνονται με Λατινικούς χαρακτήρες

και να αποστέλλονται στην ηλεκτρονική διεύθυνση των MVP Fans :MVP @ athens 2011. org

, Επίσης προκειμένου να εξασφαλίσουμε ότι η κάρτα Διαπίστευσής σας θα είναι έτοιμη στο & Hilton Athens, 22 9:00 -Κέντρο Υποδοχής Φιλοξενίας στο ξενοδοχείο από την Τετάρτη Ιουνίου πμ

9:00 , μμ είναι απαραίτητο να μας αποστείλετε την φωτογραφία σας καθώς και τις ( ) φωτογραφίες των Συνοδών σας εφόσον υπάρχουν έτσι ώστε με την παραλαβή της να

απολαύσετε τα ειδικά προνόμια των MVP Fans. Οι φωτογραφίες θα πρέπει να αποστέλλονται στην ηλεκτρονική διεύθυνση MVP @athens2011.org και θα πρέπει να εναρμονίζονται με τις

προδιαγραφές που μπορείτε να βρείτε στον επίσημο ιστότοπο των MVP Fans.

,Αναμένοντας στη θετική σας ανταπόκριση

,Με εκτίμηση

3. FAs MAJOR ISSUES & RECOMMENDATIONS

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http://www.athens2011.org/asf/gr


List all major issues encountered by your FA during the Games and your recommendations on how to resolve/avoid these issues

No Issue Description Recommendation1 Many Guests didn’t fill out the Travel &

Accommodation Info sections in their registration forms

We sent a reminder letter to Guests so as to confirm the Travel & Accommodation Info. We propose the above fields to be required to the next online/offline registration forms

2 The Registration fields of Organization and Position of the Guests were free text fields and the majority of Guests didn’t have completed them correctly (empty fields, as “Guest”, as “Baby”, as “Spouse”, etc.)

SOI and GOC (for the GOC Guests) filtered out these fields to correct the errors. We propose the above fields to be required to the next online/offline registration forms as drop-down menus with predefined values

3 The majority of Guests didn’t send the credentials photos at the same time with the registration forms

We sent a reminder letter to Guests so as to send the necessary photos. We propose a required upload file field in the next online/offline registration forms

4 Many Guests didn’t complete the Accompanying Guest Registration Forms for their accompanying Guests

We sent a reminder letter to Guests so as to confirm their Accompanying Guests and to complete the appropriate registration forms. We propose the connection of Primary and Accompanying Guest to be strictly required to the next online/offline registration forms

5 Guests who needed VISA letter didn’t complete the necessary VISA section in their registration forms

We sent a reminder letter to Guests so as to confirm their VISA necessary info. We propose the above fields to be required according the nationality of the Guests to the next online/offline registration forms

6 The online system of GEMS appeared many transaction and accuracy problems due to the low speed and capacity of connections

We tried to reload the pages of GEMS so as to input the data correctly. We propose the replacement of GEMS for events that require many online and synchronously connections

7 The online system of GEMS doesn’t offer the ability to upload massive registration records via excel or other type of files

We imported the records manually for each registered Guest. We propose to add a function in GEMS so as to permit uploading simultaneous registration records

4. MAJOR ISSUES WITH OTHER FAs

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List all major issues encountered in your cooperation with other FAs during the Games and/or other issues observed during the ATHENS 2011 Special Olympics World Summer Games

No Functional Area Issue Description1

5. SUPPLEMENTARY MATERIALPlease list of all supplementary material that you would like to include in the transfer of knowledge process (i.e. publications, staffing numbers, presentations, etc.)

a. ASF Registration Form – Primary Guest (EN)b. ASF Registration Form – Accompanying Guest (EN)c. MVP Registration Form – Primary Guest (EN)d. MVP Registration Form – Accompanying Guest (EN)e. ASF Registration Form – Primary Guest (GR)f. ASF Registration Form – Accompanying Guest (GR)g. MVP Registration Form – Primary Guest (GR)h. MVP Registration Form – Accompanying Guest (GR)i. Credentials Photo Specifications (EN)j. Credentials Photo Specifications (GR)

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