7-th Asian Games | Astana Almaty 2011

GUIDELINES

of VOLUNTEER PROGRAM of the

7^TH WINTER ASIAN GAMES 2011 in ASTANA-ALMATY

1. I. GENERAL PRINCIPLES

1.1. Volunteer Program of the 7^th Winter Asian Games is established in accordance with Sport Games Guidelines and Project Plan of JSC Executive Direction of the Organizing Committee of the 7^th Winter Asian Games (hereinafter OrgCommittee).

1.2. In accordance with international standard of UN Volunteer Program, volunteers are people who serve:

-         on their own will

-         without financial profit

-         for the welfare of society (for the good of interpersonal relationships development).

1.3. Volunteers are the accredited staff and run by the Executive Direction of the Organizing Committee of the 7^th Winter Asian Games (hereinafter OrgCommittee) and should take the responsibility of serving during and on venues of the 7^th Winter Asian Games (hereinafter Games).

1. II. CONCEPTS OF VOLUNTEER PROGRAM

2.1. One of the most important aims of volunteer program of the 7^th WAG is the provision of service and support to OrgCommittee in organization and holding the Games on the high level.

2.2. The development and realization of volunteer program is based on the priorities of state development and needs determined in strategic programs approved by the order of the President on the Concept of Civil Society Development in the republic of Kazakhstan for 2006-2011).

2.3. In the process of volunteer corps formation it is necessary to implement newest forms of service, pay attention to expansion of number and quality of service, which in turn influence on the forming of friendly approach to providing services of volunteers.

2.4. Many people of cities and regions of the Republic as well as residents of overseas countries could be recruited as volunteers, which shows transparency and provide volunteers with opportunity to show their best qualities.

1. III. AIMS AND OBJECTIVES

3.1.   The aims of volunteer program

3.1.1. Provision of volunteer work during and after 7^th WAG

3.1.2. Promotion of ideas of the Games foremost among youth, teenagers and people; consolidation of friendship and cooperation between Asian countries.

3.2.   Objectives of volunteer program

3.2.1. Support in organization of sports competitions;

3.2.2. Assistance of invited delegations;

3.2.3.  Provision of necessary information to athletes, coaches and visitors;

3.2.4.  Assistance to mass media representatives;

3.2.5.  Translation services;

3.2.6.  Help in centres of first aid;

3.2.7.  Assistance in staff transportation to the venues of the Games.

1. IV. MANAGEMENT OF VOLUNTEER MOVEMENT

4.1. The general management of volunteer program of the Games is run by OrgCommittee.

4.2. The OrgCommittee along with the “City Direction for organizing and hosting 7^th Winter Asian Games and Torch Relay of the OCA” of the Akimat of Astana city and “City Direction for organizing and hosting 7^th Winter Asian Games” of Almaty city ascertain the lists, number and qualification of volunteers, their time and place of work during the Games.

1. V. VOLUNTEER DEPARTMENTS

5.1.   Volunteers of the 7^th Winter Asian Games will be divided into 2 groups: key - leadership, and secondary - command. Each of the leaders builds its own team, which will be from 5 to 10 people, depending on the needs, goals and objectives of the sectors given.

5.2.   The activities of volunteers will have 11 areas:

5.2.1. Administration

Volunteers are expected to fulfill various administrative functions for ensuring the coordination of work of all structures and divisions operating during the WAG. Volunteers bear responsibilities such as checking and registration of staff on sports locations, staff management, uniform distribution and book-keeping, etc.

5.2.2.  Servicing «Cultural Asian Festival» project

Volunteers are required to assist in organization and holding of mass cultural events (festivals, exhibitions, concerts, etc). Volunteer tasks are:

-         teamwork and involvement of volunteers;

-         assistance in organizing events;

-         direct participation in the program;

-         straightforward coordination with the responsible members of Astana and Almaty akimats;

-         work at exhibitions, fairs and other cultural events.

5.2.3.   Ceremonies

One of the most important and striking events is the Opening Ceremony which is to be held on January 30, 2011 in Astana at the stadium “Astana-Arena”. And the tasks of volunteers are:

-   accommodation of guests and media staff; 
-   direction of human movements; 
-   coordination and monitoring of athletes’ support groups, etc.

Participation in the ceremony will allow valuable experience in human resource management, improve the skills of team work, develop leadership skills, and learn to orient themselves in unexpected situations as well as to coordinate the work of every participant involved in the activities.

5.2.4. Accreditation

The next direction is - accreditation. Accreditation is a recording and accounting of all guests and participants, as well as media representatives.

-    assistance to the Accreditation Centre;

-    work with the registration base of participants, guests and media personnel;

-    issuance of accreditation badges;

-    maintaining the database.

Volunteers will be able to use the latest IT-technologies, show yourself as a coordinator, to learn to make your own decisions, as well as develop communication skills through interaction with the guests of Asian Games, most of them will be the representatives from other countries.

5.2.5.          Accompany of athletes and officials

It is planned to arrive about 5000 foreign visitors, as well as about 200 representatives of the Olympic Council of Asia and National Olympic Committees of Asia. That is why volunteers have the following tasks:
-        escort of high-ranking officials, delegations and participants;
-        assistance in translation, travel itineraries and necessary information on the program of Asian Games.

5.2.6. Translators

Based on the foregoing, not the last moment is given to the recruitment of volunteers who speak English, Chinese, Japanese, Korean, Arabic and other languages of the Asian continent. 
Volunteers who have good knowledge of foreign languages could be taken as interpreters, allowing them to get excellent language practice (for translation and oral communication with people who are not native speakers). 
-        providing translation services to the guests and participants, if needed; 
-        assistance in completing the registration documents; 
-        providing assistance to athletes and officials in oral, written translation.

5.2.7. Accommodation service and tourism

At all times Kazakhstan was famous for its hospitality, warmth and cordiality. In order to ensure maximum comfort of stay in our country, volunteers of the 7^th Winter Asian Games will be actively involved in directions, like:
-        arrival and departure of guests and participants at the airport and train stations;
-        employment in hotels - help in check-in (check-out);
-        assistance in organizing the transport facilities on the spot, in the city and on sports objects;
-        provision of tourist routes to the sights of the city and any other needed information.

5.2.8.          Transport provision

The success of the Games directly depends on the smooth functioning of the transport system. Volunteers provide:
-        escort of participants and guests of the 7^th Winter Asian Games during their travel;
-        timely delivery of transport.

5.2.9. PR and Mass Media

For the extensive media coverage of the 7^th Winter Asian Games in Kazakhstan there were invited more than 500 media representatives, who would also need the help of volunteers, like the following:

-        assistance in preparation of materials, press releases, gathering information;
-        providing photo reports, mini-reports from the venues;
-        assistance in Broadcasting;
-        registration of media at press conferences;
-        participation and assistance in organizing the press-conferences, interviews on the venue, accommodation places and meetings of the commission;
-        the straight-line relationship with the coordinators on the venue.

5.2.10. Medical service

Volunteers will be in the thick of events surrounded by a large mass of people, where critical, emergency situations are not excluded. Sometimes the ability to respond quickly or support at a difficult minute rendering first aid can save lives.

5.2.11. Security

To maintain the complete security volunteers provide assistance and support to the local security service, informing them of any observed suspicious object on the venue.

1. VI. VOLUNTEER RECRUITMENT PROCEDURES

6.1. The recruitment procedure is open until 10 June 2010 inclusive;

6.2. The recruitment is carried out on the basis of the standard form application (Attachment №1) or applying through the website www.astana-almaty2011.kz

6.3. Procedure includes:

• Candidate’s registration
• Interview and area of activities determination
• Training
• Candidate’s approval

1. VII. VOLUNTEER TRAINING

7.1. All volunteers must complete the volunteer training workshop before the approval;

7.2. The workshops are conducted during the dates defined by the OrgCommittee and include the following:

7.2.1. “Asian Winter Games. History and role”

7.2.2 “Ethics and culture in the volunteer work”

7.2.3 “Activities’ features of volunteers of the 7^th Winter Asian Games 2011”

1. VIII. RIGHTS AND OBLIGATIONS OF VOLUNTEERS

8. Volunteer has a right:

8.1.1. To receive any information regarding the Games;

8.1.2. To protect own constitutional rights;

8.2. Volunteer is obliged:

8.2.1. To follow principles of the Games and praise their spirits;

8.2.2. To abide requirements of the OrgCommittee;

8.2.3. Not to disclose any confidential information;

8.2.4. To fulfill the responsibilities undertaken;

8.2.5. To attend training workshops and volunteer meetings;

8.2.6. To operate on the venues and dates defined by the OrgCommittee;

8.2.7. To be appropriately dressed for the duration of the training and the Games;

8.2.8. To take a good care of uniform, property and other equipment provided by the OrgCommittee;

8.2.9. To return any items required in good condition.

1. IX. RIGHTS AND OBLIGATIONS OF OrgCOMMITTEE

9.1 OrgCommittee has a right:

9.1.1. To make any changes and amendments to this Guidelines until the Games;

9.1.2. To refuse a candidate’s application;

9.1.3. To define and adjust place and date of volunteer involvement;

9.1.4. To discharge volunteers due to inappropriate execution of duties;

9.1.5. To reward goodwill volunteers;

9.2. OrgCommittee is required:

9.2.1. To give out IDs to each volunteer giving the right to enter any venues of the Games regarding work;

9.2.2. To provide free uniform for volunteers;

9.2.3. To provide free meals (2 times a day) during the work;