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					                               Executive Summary
 City of Westminster           and Recommendations
          Title of Report:      Foreign Visit: Participation Vancouver Winter
                                Olympic Games’ Observer Programme February
                                2010


                     Date:       18th December 2009             CMf/LA/2009/15

       Cabinet Member:          Leader of the Council



Summary of this Report

This report seeks approval for the Assistant Director Events, Filming & Contingency Planning
to participate in the Vancouver Winter Olympic Games‟ Observer Programme at the request
of the Mayor for London and by invitation from the International Olympic Committee (IOC)
and the London Organising Committee for the Olympic Games (LOCOG) between 22nd and
25th February 2010. Our participation provides the single opportunity we have to establish
how we are progressing with the Movement Management Area works stream of City
Operations which we co-lead with Transport for London in planning the games living and
working environment in the „Central Area‟.

Recommendation

That approval is given for the Assistant Director Events, Filming & Contingency Planning to
participate in the Vancouver Winter Olympic Games‟ Observer Programme at the request of
the Mayor for London and by invitation from the International Olympic Committee (IOC) and
                                                                                 nd       th
the London Organising Committee for the Olympic Games (LOCOG) between 22 and 25
February 2010.




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                                   Cabinet Member Report
City of Westminster
        Cabinet Member:       Leader


                    Date:    18th December 2009                  CMf/LA/2009/15


           Classification:    For General Release


          Title of Report:   Foreign Visit: Participation Vancouver Winter
                             Olympic Games’ Observer Programme February
                             2010


               Report of:    Chief Executive



                             All
         Wards involved:


          Policy context:    One City and World Class City Management


      Financial summary:     The entire trip is expected to cost around £6,500 and
                             will be met from approved budgets.



                             Tim Owen
          Report Author:


         Contact Details:    020 7641 5929
                             towen@westminster.gov.uk




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1.    Background

1.1   The Assistant Director Events, Filming + Contingency Planning has been requested to
      participate in the Vancouver Winter Olympic Games‟ Observer Programme by the Mayor
      for London and by invitation from the International Olympic Committee (IOC) and the
      London Organising Committee for the Olympic Games (LOCOG) between 22nd and 25th
      February 2010.

1.2   Our participation provides the single opportunity we have to establish how we are
      progressing with the Movement Management Area works stream of City Operations
      which we co-lead with Transport for London in planning the games living and working
      environment in the „Central Area‟.

      The Vancouver Winter Games presents the only remaining opportunity to observe and
      experience the management regime that is required - and in some cases demanded – as
      a result of London‟s successful Olympic Games‟ bid for 2012.

      The Assistant Director Events, Filming + Contingency Planning has co-led the planning
      for the „Movement Management Area‟ work stream for the Mayor‟s City Operations
      Programme and has assisted Transport for London to present a series of papers to the
      Mayor‟s City Operations‟ Steering Group. This Group reports to the Olympic Steering
      Board, on which the Mayor, Olympics‟ Minster and Chief Executive of LOCOG sit.

1.3   The „Movement Management Area‟ work stream also includes principles for managing
      the „River Zone‟ (Greenwich and Lewisham) and the „Park Zone‟ (Newham, Hackney,
      Waltham Forest and Tower Hamlets). These are currently being discussed in several
      working groups and under current programme require the Mayor to approve the
      principles of management in a paper being taken to the January City Operations
      Steering Group.

1.4   The outline details of the visit are set out in the document attached. These are outline at
      time as the IOC and LOCOG are finalising the observer programme.

2.    Those involved

2.1   Tim Owen, the Assistant Director Events, Filming + Contingency Planning will be
      participating in relevant sessions, meeting specialist groups of people focused on
      aspects of City Operations and associated influencing matters. It is likely, though not
      confirmed at this point, that there will be a formal set of meetings to exchange
      information in addition to the IOC official observer programme as LOCOG themselves
      are unable to satisfy demand for places.

3.    Financial Implications

3.1   The visit is expected to cost around £3,300. The full cost of the visit is expected to be
      financed by the City Council. The hotel accommodation and flights are dictated by
      LOCOG using their sponsors for best rates (British Airways), the fixed cost of equipment
      by the dress code the IOC insist on (the „uniform‟ is only issued to accredited persons)
      and by the preferential rates that LOCOG have „on hold‟ for accommodation and hotel
      space during Games time.

3.2   Booking flights and hotels separately, or finding another travel agency able to construct a
      programme has proven impossible due to the controls exerted.




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3.3   The programme of observer visits are set by the IOC and the timings of the issues we
      would be most interested in are immoveable. To cover the issues we are required to
      remain in Vancouver even on days which may not have an organised visit.

3.4   Indicative costs to the City Council :

      return travel by plane                    :   £ 1,750
      British Airways Olympic sponsor               this group rate ticket is 10% discount and
                                                    includes fees and charges

      accommodation (1 person, 5 days)          :   £ 1,200
      LOCOG negotiated rate with VOCOG              observer programme dictates length of stay

      local travel, subsistence and welfare     :   £ 350
      nb local travel is provided via LOCOG

      Total                                     : c. £3,300

4.    Reason for decision

4.1   The observer programme is a unique opportunity to assess our progress against the one
      remaining Olympic Games before London in 2012 and to observe organisational
      readiness for a city environment with similar challenges facing London.

      The visit will further promote the City council‟s One City vision and aid networking
      worldwide experts from government, industry, and research organizations to exchange
      information on all aspects of complex activity co-ordination to support City Management
      and City Development.




If you have any queries about this report please contact Tim Owen on 020 7641 5929, or e-mail

                                   towen@westminster.gov.uk




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For completion by Cabinet Member

Declaration of Interest

   I have no interest to declare in respect of this report

    Signed ……………………………. Date ………………………………
    NAME:


   I have to declare an interest

    State nature of interest ……..……………………………………………

    ………………………………………………………………………………..

    Signed ……………………………. Date …………………………………
    NAME:


(N.B: If you have an interest you should seek advice as to whether it is appropriate to
make a decision in relation to this matter.)

For the reasons set out above, I agree the recommendation(s) in the report entitled

       Foreign Visit: Participation Vancouver Winter Olympic Games’ Observer
       Programme February 2010
       and reject any alternative options which are referred to but not recommended.

Signed ………………………………………………

Cabinet Member for ……………………………….

Date …………………………………………………


If you have any additional comment which you would want actioned in connection with
your decision you should discuss this with the report author and then set out your
comment below before the report and this pro-forma is returned to the Secretariat for
processing.

Additional comment: …………………………………………………………………

………………………………………………………………………………………….

………………………………………………………………………………………….




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NOTE: If you do not wish to approve the recommendations, or wish to make an
alternative decision, it is important that you consult the report author, the Director of
Legal and Administrative Services, the Director of Finance and, if there are staffing
implications, the Head of Human Resources (or their representatives) so that (1) you
can be made aware of any further relevant considerations that you should take into
account before making the decision and (2) your reasons for the decision can be
properly identified and recorded, as required by law.

Note to Cabinet Member: Your decision will now be published and copied to the
Members of the relevant Overview & Scrutiny Committee. If the decision falls
within the criteria for call-in, it will not be implemented until five working days
have elapsed from publication to allow the Overview and Scrutiny Committee to
decide whether it wishes to call the matter in.


Appendix One
Confirmed Schedule of IOC Visits

Appendix Two
LOCOG contract conditions required to be signed by the person nominated to be
part of the official observer programme

Appendix Three
Letter of Contract




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Appendix One
Confirmed Schedule of IOC Visits

Day                                   Date                                  Observer Visit
Tuesday                               23rd February                         C3 and City Operations
Wednesday                             24th February                         Broadcasting
Thursday                              25th February                         Sport – Mountain


Georgina Lee from LOCOG relationship management wrote on 4 th December :

“Although LOCOG has been granted some additional spaces on top of the original allocation of 4 per
session, availability is still very restricted due to the priority given to Sochi at this stage. However, we hope
observers‟ programmes will meet learning requirements as much as possible. Where session allocations
may not be meeting your needs, we will endeavour to provide additional learning support in Vancouver
wherever possible, and we believe we will be able to arrange one-to-one visits where applicable to give you
sight of relevant areas.”



This means that in addition to the official IOC observer programme, LOCOG will be
arranging further visits during our time in Vancouver to satisfy the demand from other
agencies who are part of the London visit.




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Appendix Two
LOCOG contract conditions required to be signed by the person nominated to be
part of the official observer programme (Tim Owen) :

Georgina Lee from LOCOG relationship management wrote on 4 th December :

“Attached to this email are two contracts for your attention, to confirm your participation in Vancouver.
                                                                                                      th
Please would you be so kind as to complete, sign, and return the contracts to me by December 11 2009
at the latest. We apologise in advance for this tight timeframe – we have been dependent on the IOC‟s
information up until now, and from here we now face BA-imposed and hotel-imposed deadlines beyond
which we will lose flight and room allocations.”

We have had further discussion with LOCOG to enable a hold on the prices, rates and dates to be in
place.


Appendix Three
Letter of Contract

Available as a hard copy




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